Multi-User
Several people can have their own sign-in to the same company file, each with a role that controls what they can do. Every license includes named users: Standard up to 3, Professional up to 5, Accountant up to 10, and you can add more for $100 per user, one time. On Standard they take turns on one computer, each with their own sign-in. Professional and Accountant can also share the company file with other computers on your network. See Add-on users.
Users and roles
Add people in Company → Users & Roles.... Each user gets their own sign-in and one of four built-in roles:
| Role | What they can do |
|---|---|
| Admin | Everything — users and roles, company settings, locking periods, every transaction and report |
| Bookkeeper | Enter transactions, run reports, manage contacts; no user or company-setting changes |
| Accountant | Adjusting entries, period close, and Audit Trail review |
| Read Only | View transactions and reports; can't post anything |
To change who is working, use File → Switch User.... Every change is recorded in the Audit Trail under the user who made it. Roles control what people can change, not everything they can see: anyone who can run a report can save or print it.
How seats are counted
A seat is a person signed in at the same time, not a computer and not a login session. Someone signed in on two devices uses one seat, and signing in again is never blocked. When every seat is in use, the next new person is turned away with a message; people already signed in are never disconnected. Settings → Connected Computers shows who is signed in.
How network sharing works
Network sharing (Host Mode) needs Professional or Accountant. Standard runs on one computer.
The computer that holds the company file serves it to other computers on the same network, and every change goes through that one computer — one writer, no sync conflicts, no half-written files. This is safer than putting the company file on a shared drive, where two people saving at once can corrupt it.
- An Admin on the host chooses Settings → Multi-user → Share on the network.
- On another computer, choose Connect to a company on another computer on the Welcome screen, pick the company (or type the host's address), and enter the pairing code the host shows. Each computer pairs once; after that it just signs in.
- The connection is encrypted, and only paired computers can connect. An Admin can remove a paired computer at any time.
- Changes appear on everyone's screen as they happen, and the host's roles apply to every change.
- The host must stay on and awake while others work.
- For people outside the office network, a VPN (such as Tailscale) puts them on the same network as the host.
Don't open the same company file from a shared folder on two computers. Keep one copy on one computer.
Backups with several users
Back up the computer that holds the company file; that is where Cloud Backup runs.