A user responsible for bookkeeping for two independent companies currently uses QuickBooks Pro 2012 and is considering upgrading to QuickBooks Pro 2018 desktop version. The user explicitly states they will not adopt an online subscription model but plans to purchase and install QuickBooks 2018 Pro via CD. The user does not require opening both company files simultaneously, and the two companies have no business relationship.

The core question is:Does QuickBooks Pro 2018 allow creating and managing two independent company files under the same installation (same license)? If not feasible, the user seeks alternative viable solutions.

Fact-Check and Answer

According to Intuit's official support documentation and the consistent product design of QuickBooks desktop versions,QuickBooks Pro 2018 (desktop, non-subscription) allows users to create multiple company files within the same installation. After installing the software, users can use the "New Company" or "Open Company" functions under the "File" menu to create or access different company data files (.qbw format). Each company file is stored independently without affecting others, and no additional second license is required.

It should be clarified:The same license is limited to installation on a single computer, but the number of company files is not restricted. Users can create separate company files for each company on the same computer and switch between them as needed (although the user indicated they do not care about opening them simultaneously).

Operational Recommendations

  • After installing QuickBooks Pro 2018, select "New Company" on first launch and enter the first company's information.
  • After completing the setup for the first company, create the second company again via "File" > "New Company"; the system will prompt to select the company type (e.g., wholesale, retail, etc.) and generate an independent company file.
  • For daily use, switch by selecting the corresponding file via "File" > "Open or Restore Company".

Important Notes

  • Ensure that the data files for the two companies are saved in different paths or clearly named to avoid confusion.
  • Before upgrading, it is recommended to back up existing QuickBooks 2012 data and confirm that the system meets QuickBooks 2018 hardware requirements (e.g., Windows version).
  • If future needs include multiple simultaneous users or remote access, multi-user licensing or QuickBooks Online subscription would be required, but based on the user's current needs, a desktop single-installation is sufficient.

Alternative Solutions (if the user still has concerns)

If for any reason the user cannot create two companies under the same installation, the following alternatives may be considered:

  1. Use QuickBooks' "Company File" backup and restore function: Maintain two separate backup files, but this method is cumbersome and not recommended for daily use.
  2. Purchase QuickBooks Enterprise or a higher version: These versions offer more robust multi-company management tools, but at a higher cost and may exceed the needs of an individual bookkeeper.
  3. Consult Intuit Official Support: Before purchasing, users can call or contact Intuit customer service online to confirm the licensing terms of specific versions (e.g., Pro 2018 vs. Premier 2018), but based on available information, the Pro version already supports multiple company files.

Note: The above information is based on the general features of QuickBooks 2018 desktop version and does not constitute legal or financial advice. Users should consider their own usage environment and review the accompanying End User License Agreement (EULA) before installation to confirm specific terms.

In summary, QuickBooks Pro 2018 desktop version fully supports managing two independent companies under the same installation, and the user does not need to purchase additional licenses or subscriptions. It is recommended that the user follow the steps above and ensure complete data backups.