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Securely Set up a folder & Windows access permissions in QuickBooks

• 
• By Jonathan Browns
• Dec 23, 2025
• Accounting
• 7 min read

Users require proper Windows user access permissions to run the folders in multi-use mode in QuickBooks. Also, you need to set up a folder & Windows access permissions in QuickBooks for data security, control modifications, and to manage user privileges. By having certain rights, you can easily read, write, modify, or make certain changes to the folders. As a result, it secures your crucial data from being compromised. In this post, we have provided you with the complete set of instructions to set up the folder and Windows access permissions.

How to Set up a folder & Windows access permissions in QuickBooks?

Herein, we have provided the detailed procedure to set up a folder & Windows access permissions in QuickBooks.

1. Set Up Folder Permissions

Review the Permissions

• Initially, launch the Start menu and then access the File Explorer.
• Afterwards, right-click on the QuickBooks company file folder and hit the Properties option.
• When you are on the Security tab, move to the Advanced tab.
• Head to the QBDataServiceUserXX and click the Edit menu.
• Now, you have to configure the following settings to Allowed:
  • Transverse Folder /Execute File
  • Read Attributes
  • Create Files/Write Data
  • Write Attributes
  • Read Extended Attributes
  • Create Folders/Append Data
  • List Folder/Read Data
  • Read Permissions
  • Write Extended Attributes

If the permissions aren’t configured appropriately, do the following:

• Initially, right-click on the QuickBooks company file folder and choose the Properties tab.
• Afterwards, hit the Security tab and then hit the Edit tab.
• Browse to the QBDataServiceUserXX and hit the Full Control followed by the Allow option.
• Finally, go to the Apply and then click the OK option.

Edit the Folder Permissions

If you want to modify the folder permissions, then proceed with the following steps.

• Go to the Start menu and open the File Explorer.
• Afterwards, right-click on the following folders:
  • C:\Program Data\Intuit\Entitlement Client\v8
  • C:\Program Data\Intuit\Entitlement Client\v6.0
  • C:\Program Data\Intuit\Entitlement Client\v5
  • C:\Program Data\Intuit\Entitlement Client\v3
  • C:\Program Data\Intuit\Entitlement Client
  • C:\Program Data\Intuit\QuickBooks Enterprise Solutions X.0 (X = version) or C:\Program Data\Intuit\QuickBooks 20XX (XX = year)
  • C:\Program Data\COMMON FILES\INTUIT
  • C:\Program Data\COMMON FILES\INTUIT\QUICKBOOKS
  • C:\Users\Public\Public Documents\Intuit\QuickBooks\FAMXX (XX = year)
  • C:\Users\Public\Public Documents\Intuit\QuickBooks\Company Files
  • C:\Users\Public\Public Documents\Intuit\QuickBooks\Sample Company Files\QuickBooks Enterprise Solutions X.0 (X = version) or C:\Users\Public\Public Documents\Intuit\QuickBooks\Sample Company Files\QuickBooks 20XX (XX = year)

Furthermore, perform the following steps for any of the folders below. Herein, you must ensure that you don’t have all of these folders. This is so because a few of them are restricted to certain versions of QuickBooks Desktop.

• Initially, right-click on the folder and tap on the Properties option.
• When you are on the Security tab, hit the Everyone tab.
  • Note: If you see that Everyone isn’t mentioned in the Group or User Name checkbox, go with the Add option. Then, insert the Everyone option and click the OK tab.
• Finally, tap on the Full Control option and hit the Apply, followed by the OK option.

2. Set Windows Access Permissions to Share Company Files

The users must verify that QuickBooks has enough permissions to access the company files over the network to avoid future issues.

Windows 10

• Initially, access the Start menu and then launch the File Explorer.
• Afterwards, right-click on the QuickBooks company file folder and tap on the Properties option.
• Choose the Sharing option and then click the Share Add tab.
• Now, pick the corresponding QBDataServiceUserXX according to your version.
• At last, set the permission level of both users to Full Control and hit the Share option.

Windows Server 2012

Before you do the following steps, verify that you have installed File and Storage Services.

• Primarily, hit the Start menu and type “Run” in the text box.
• By this, it will launch the Run Command window.
• After this, type “ServerManager” and click the OK tab.
• Browse to the File and Storage Services and then pick the Shares option.
• When you are on the Task drop-down arrow, and hit the New Share option. With this, a list of File Share Profiles will show up. Herein, you can know more about the difference between the profiles by tapping on each profile and then reading the description.
• Furthermore, go to the SMB Share- Quick option.
  • Important Tip: SMB Share- Quick is the default profile. This section might vary.
• Now, choose Type a custom path and click the Browse option to search for the folder you want to share.

• At last, pick the correct folder and hit the Select a folder, followed by the Next option.
  • Important Tip: Make sure to leave the default selections beneath the Configure Share Settings window. Then, tap on the Next option again.

Conclusion

Hereby, we reached the end of this post, and hope that now you can easily set up a folder & Windows access permissions in QuickBooks. As a result, it will let you access the folders in a multi-user environment. Furthermore, if you still require any additional help, then talk to our BizBooksAdvice professionals. You can connect with them by dialing Call Us : +1-866-408-0444 or through the live chat facility.

Frequently Asked Questions (FAQ’s):-

Question 1: How to create a folder in QuickBooks?

Ans. To generate a new folder in QuickBooks, tap on Create Folder from the Manage Folders drop-down menu. After this, give a new folder name and tap on Create.

Question 2: How to manage user access in QuickBooks?

Ans. To manage the user roles or permissions, tap on the Settings menu and click Manage Users. After this, look for the users you want to edit and pick the Account Management settings to manage. Once all the changes are done, you must hit the Save tab.

Question 3: How to give someone admin access to QuickBooks Desktop?

Ans. To transfer the admin access in QuickBooks Desktop, move to Company and choose the Users option. After that, click the Intuit Account User Management and scroll to the secondary admin to make the primary admin. Later on, hit the Edit menu > Select change primary admin.

Question 4: Why does QuickBooks need Administrator permission?

Ans. QuickBooks needs administrator rights to run the application smoothly. So, it’s essential to access the folders in multi-user mode, and you have enough Windows permissions.

Question 5: How to grant application permission in QuickBooks?

Ans. To grant application permission in QuickBooks, move to the Edit menu and choose the Preferences tab. After this, choose the Integrated Applications preferences and ensure that the Company Preferences is chosen. For every row that says Connex, hit the Properties and then verify that “allow this application to read and write the company file.”