Fix “QBCFMonitorService Not Running” in QuickBooks

QuickBooks, developed by Intuit, has been a go-to accounting solution for businesses of all sizes. While it’s known for its robust features, QuickBooks is not immune to technical glitches. One such common issue users encounter is the “QBCFMonitorService Not Running” error. This problem can disrupt multi-user functionality and impact company file access. In this article, we’ll explore what causes this error and provide a step-by-step guide to fix it, with a focus on the QuickBooks Database Server Manager.

What is QBCFMonitorService?

QBCFMonitorService stands for QuickBooks Company File Monitor Service. It’s a background service used by QuickBooks to ensure smooth multi-user functionality and facilitate communication between the QuickBooks Database Server Manager and company files.

This service is crucial when your company file is hosted on a server and accessed from other computers. If the QBCFMonitorService is not running, users may experience:

• Trouble opening company files in multi-user mode

• Errors when connecting to the host computer

• Disruption in the Database Server Manager’s operation

What Does “QBCFMonitorService Not Running” Mean?

When QuickBooks displays this error, it usually indicates that:

• The QBCFMonitorService has stopped or failed to start

• The QuickBooks Database Server Manager is not functioning correctly

• Windows firewall or antivirus is blocking the service

• The system lacks administrative privileges

• The QuickBooks installation is damaged or incomplete

This issue is particularly common on servers hosting the company file.

Common Symptoms of the Error

You might be encountering the QBCFMonitorService Not Running issue if:

• QuickBooks takes longer to open

• Company file access is denied from networked computers

• You get frequent crashes when switching to multi-user mode

• The QuickBooks Database Server Manager shows errors or does not detect the company file

Step-by-Step Solutions to Fix “QBCFMonitorService Not Running” in QuickBooks

Here’s a comprehensive guide to resolve the issue.

Solution 1: Restart the QBCFMonitorService

Sometimes, the service may simply be paused or stopped.

Steps:

1. Press Windows + R, type services.msc, and press Enter

2. Locate QBCFMonitorService in the list

3. Right-click and select Start (or Restart if it's already running)

4. Set the Startup Type to Automatic

5. Click Apply and OK

6. Restart your computer and try opening QuickBooks again

If the error persists, proceed to the next solution.

Solution 2: Use QuickBooks Database Server Manager

The QuickBooks Database Server Manager is essential for hosting company files in a multi-user environment. Reinstalling or repairing this tool can help resolve the issue.

Steps:

1. Download the QuickBooks Tool Hub from the official Intuit website

2. Open the Tool Hub and click on Network Issues

3. Select QuickBooks Database Server Manager

4. Use it to Scan the Folder where your company file is located

5. After the scan, restart your server

6. Check if the QBCFMonitorService starts running automatically

This helps re-establish the connection between the server and the workstations.

Solution 3: Repair QuickBooks Desktop

If the issue is due to corrupted QuickBooks files, repairing the installation may fix it.

Steps:

1. Open Control Panel → Programs and Features

2. Find and select your QuickBooks version

3. Click Uninstall/Change → Repair

4. Follow on-screen instructions to complete the repair

5. Restart your computer

This process restores damaged or missing QuickBooks program files.

Solution 4: Check and Configure Windows Firewall Settings

Firewall or third-party antivirus software can block the QBCFMonitorService and QuickBooks Database Server Manager.

Steps:

1. Go to Control Panel → Windows Defender Firewall

2. Click on Allow an app or feature through Windows Defender Firewall

3. Ensure QBCFMonitorService.exe and QBDBMgrN.exe are both allowed

4. If not listed, click Allow another app and manually add the executable files

5. Also, open ports required by QuickBooks:

   • 8019, 56728, 55378–55382 (for QuickBooks 2021 and newer)

6. Restart the firewall and QuickBooks services

This ensures QuickBooks services communicate without interference.

Solution 5: Run QuickBooks File Doctor

The QuickBooks File Doctor is an advanced tool available via the Tool Hub that detects and fixes network and company file issues.

Steps:

1. Open the QuickBooks Tool Hub

2. Go to the Company File Issues tab

3. Click on Run QuickBooks File Doctor

4. Select your company file from the list

5. Choose Check your file and network

6. Enter your admin credentials and allow the scan to complete

This scan helps resolve issues with both the file and service connectivity.

Solution 6: Reinstall QuickBooks in Selective Startup Mode

If all else fails, a clean install of QuickBooks can eliminate hidden conflicts or corrupted services.

Steps:

1. Back up your company file and license information

2. Open the System Configuration tool (type msconfig in Run)

3. Go to Selective Startup under the General tab

4. Check Load system services and Use original boot configuration

5. Uncheck Load startup items

6. Click Apply, then OK, and restart your PC

7. Reinstall QuickBooks and the Database Server Manager

8. After installation, switch back to normal startup mode using the same steps

This isolates startup conflicts during the installation process.

Preventing “QBCFMonitorService Not Running” Error in the Future

Once the issue is resolved, it’s important to ensure it doesn’t recur.

Tips:

• Regularly update QuickBooks to the latest version

• Ensure Windows and antivirus definitions are up-to-date

• Always use QuickBooks Database Server Manager to host company files in multi-user mode

• Avoid shutting down services manually from Task Manager

• Set QBCFMonitorService to “Automatic” in Windows Services

Final Thoughts

The “QBCFMonitorService Not Running” error in QuickBooks is a technical hiccup that can disrupt daily operations, especially for businesses relying on multi-user access. Fortunately, by following the steps outlined in this guide and using tools like the QuickBooks Database Server Manager, you can fix the issue efficiently.

Understanding the root cause—whether it’s a service issue, firewall block, or corrupted file—can help you apply the right fix without unnecessary troubleshooting. Always ensure regular software maintenance and backups to avoid future disruptions.

If you're still facing issues even after these steps, it may be time to consult with a certified QuickBooks ProAdvisor or reach out to Intuit support for advanced help.

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