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.
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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.
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:
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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.
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 that rated QuickBooks Messenger 4 out of 5 stars. It commended the feature for its communication, collaboration, and efficiency benefits, but pointed out some drawbacks, such as extra cost, learning curve, and lack of integration.
Fit Small Business: This is a small business resource website that rated QuickBooks Messenger 3 out of 5 stars. It appreciated the feature for its improved communication, coordination, and control, but noted some issues, such as limited users, technical glitches, and lack of customization.
User feedback: This is a collection of comments from QuickBooks users who shared their opinions on QuickBooks Messenger. Some users liked the feature for its simplicity, reliability, and accessibility, while others disliked it for its bugs, errors, and interruptions.
Conclusion
QuickBooks Messenger is a useful feature for businesses that use QuickBooks Desktop in multi-user mode. It allows you to chat with other company users within your QuickBooks account. You can also log off other users or close their company file when you need to switch to single-user mode.
However, QuickBooks Messenger also has some limitations that you should consider before using it. It only works with other users who are logged in to the same company file as you. It also requires a QuickBooks Desktop subscription and might not integrate well with other apps or tools that you use for your business.
If you are looking for alternatives to QuickBooks Messenger, you have many options to choose from. You can try other accounting software that offer chat features within their apps or integrate with other communication tools.
If you want to learn more about QuickBooks Messenger or download it for your QuickBooks Desktop software, you can visit the on how to use it.
FAQs
Here are some frequently asked questions about QuickBooks Messenger:
How many users can use QuickBooks Messenger?
The number of users who can use QuickBooks Messenger depends on your QuickBooks Desktop plan and license. The maximum number of users who can access the same company file at the same time ranges from one to 30.
Can I chat with someone who is using a different version of QuickBooks Desktop?
No, you can only chat with someone who is using the same version of QuickBooks Desktop as you. For example, if you are using QuickBooks Desktop Pro 2021, you can only chat with someone who is also using QuickBooks Desktop Pro 2021.
Can I chat with someone who is using QuickBooks Online?
No, you can only chat with someone who is using QuickBooks Desktop in multi-user mode. If you need to communicate with someone who is using QuickBooks Online or another cloud-based accounting software, you will need to use another tool.
Can I send attachments or images through QuickBooks Messenger?
No, you can only send text messages through QuickBooks Messenger. If you need to share attachments or images with another user, you will need to use another tool.
Can I chat with someone who is using a different device or operating system?
Yes, you can chat with someone who is using a different device or operating system, as long as they are using the same version of QuickBooks Desktop as you and are logged in to the same company file as you. For example, you can chat with someone who is using a Mac if you are using a Windows PC.
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