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Adrian Scott
Adrian Scott

Download QuickBooks Messenger to Communicate with Other Users

QuickBooks Messenger Download: What Is It and How to Use It

If you use QuickBooks Desktop in multi-user mode, you might want to know about a handy feature called QuickBooks Messenger. This feature allows you to chat with other company users right inside your QuickBooks account. You can also log off other users when you need to switch to single-user mode.

In this article, we will show you how to download, enable, use, disable, and review QuickBooks Messenger. We will also discuss some benefits and drawbacks of this feature, as well as some alternatives you can consider.

quickbooks messenger download


How to Download QuickBooks Messenger

QuickBooks Messenger is included in your QuickBooks Desktop software. However, if you need to reinstall or update your software, you can follow these steps:

  • Go to the page on the QuickBooks website and select your version of QuickBooks Desktop.

  • Click on the Download button and save the file to your computer.

  • Run the downloaded file and follow the installation instructions.

How to Enable QuickBooks Messenger

To use QuickBooks Messenger, you need to open your company file in multi-user mode. Here's how:

  • Launch QuickBooks Desktop and open your company file.

  • Go to the File menu and select Switch to Multi-user Mode.

  • Look for the QuickBooks Messenger icon in your system tray at the bottom-right of your screen. The messenger automatically starts whenever you are logged in.

  • Double-click on the icon to launch the tool or right-click on it and select Chat to start a conversation with another user.

How to Use QuickBooks Messenger Features

QuickBooks Messenger has several features that can help you communicate and collaborate with your team. Here are some of them:

  • Chatting with other users: You can send and receive messages with other users who are logged in to the same company file. You can also change your status to Available, Away, or Busy, and view notifications when someone sends you a message or changes their status.

  • Logging off or closing company file for another user: If you are the Admin user, you can log off other users or close their company file from the Actions drop-down menu. This is useful when you need to perform tasks that require single-user mode, such as backups, restores, or updates.

How to Disable QuickBooks Messenger

If you don't want to use QuickBooks Messenger, you can disable it by following these steps:

  • Go to the File menu and select Utilities.

  • Select Disable QuickBooks Messenger and click OK.

Note that this will disable the messenger for all users in your company file. If you want to enable it again, you can repeat the same steps and select Enable QuickBooks Messenger instead.

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Benefits of QuickBooks Messenger

QuickBooks Messenger can offer some benefits for businesses that use QuickBooks Desktop in multi-user mode. Some of them are:

  • Improved communication: You can easily chat with your co-workers without leaving your QuickBooks account. You can also share important information, such as invoices, reports, or transactions, and get instant feedback.

  • Collaboration: You can work together with your team on the same company file and avoid conflicts or errors. You can also see who is working on what and coordinate your tasks accordingly.

  • Efficiency: You can save time and resources by using QuickBooks Messenger instead of other communication tools, such as email, phone, or text. You can also avoid interruptions or distractions from external sources.

  • Security: You can ensure that your conversations are private and secure within your QuickBooks account. You can also control who can access your company file and what they can do with it.

Drawbacks of QuickBooks Messenger

QuickBooks Messenger is not perfect, however. It also has some drawbacks that you should be aware of. Some of them are:

  • Limited users: You can only chat with other users who are logged in to the same company file as you. If you need to communicate with someone outside your company, such as a client, vendor, or accountant, you will need to use another tool.

  • Learning curve: You might need some time and training to learn how to use QuickBooks Messenger effectively. You might also encounter some technical issues or glitches that could affect your experience.

  • Extra cost: You will need to pay for a QuickBooks Desktop subscription to use QuickBooks Messenger. Depending on your plan and number of users, this could be a significant expense for your business.

  • Lack of integration: You might not be able to integrate QuickBooks Messenger with other apps or tools that you use for your business, such as CRM, email marketing, project management, or social media. This could limit your functionality and productivity.

Alternatives to QuickBooks Messenger

If you are looking for alternatives to QuickBooks Messenger, you have plenty of options to choose from. Here are some of them:

  • Zoho Books: This is a cloud-based accounting software that lets you chat with your team and clients within the app. You can also integrate it with other Zoho products, such as Zoho CRM, Zoho Mail, Zoho Projects, and Zoho Invoice.

  • Xero: This is another cloud-based accounting software that allows you to communicate with your team and advisors through Xero HQ. You can also connect it with over 800 apps, such as Slack, Gmail, Trello, and HubSpot.

  • FreshBooks: This is a cloud-based invoicing and accounting software that enables you to chat with your clients and team members through FreshChat. You can also link it with over 100 apps, such as Stripe, Shopify, Mailchimp, and Asana.

  • Wave: This is a free cloud-based accounting software that lets you chat with your customers and team members through Wave Chat. You can also integrate it with over 20 apps, such as PayPal, Zapier, Google Drive, and Etsy.

  • Sage 50cloud: This is a hybrid accounting software that combines the features of desktop and cloud-based solutions. You can chat with your team and clients through Sage Contact. You can also sync it with over 50 apps, such as Microsoft 365, AutoEntry, Receipt Bank, and Stripe.

  • QuickBooks Self-Employed: This is a cloud-based accounting software that is designed for freelancers and independent contractors. You can chat with your clients and tax professionals through QuickBooks Self-Employed Chat. You can also connect it with over 10 apps, such as TurboTax, MileIQ, Square, and Venmo.

Reviews of QuickBooks Messenger

QuickBooks Messenger has received mixed reviews from different sources. Here are some of them:

  • NerdWallet: This is a personal finance website that rated QuickBooks Messenger 3.5 out of 5 stars. It praised the feature for its ease of use, security, and convenience, but criticized it for its limited functionality, compatibility, and support.

Forbes Advisor: This is a financial advice website


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