About entity sharing

This feature is currently available only through beta testing.

Entity sharing lets you give someone access to specific entities in your Quicken file instead of sharing your entire file. You create and manage entities in Quicken Desktop, then view and share them in Quicken on the Web through Quicken Cloud Sync.

How Desktop and Web work together

Quicken Desktop is where you manage entity structure and financial data. Quicken on the Web is where you view entity-focused data and manage sharing invitations and permissions.

Permission levels

When you invite someone, you choose one of these access levels for each entity: None, View-only, or View & edit.

Before you start

Entity sharing is available only with Quicken Classic Family Enterprise (CFE). To share entities on the web, you must already have entities set up in Quicken Desktop and have Quicken Cloud Sync turned on.

Set up entities in Quicken Desktop

You must create entities on Quicken Desktop before they can appear on the web. If you don’t have entities yet, set them up in Quicken Desktop first.

Turn on Quicken Cloud Sync

Quicken on the Web shows entities only after your file syncs to the cloud. In Quicken Desktop, open your Quicken Cloud Profile and confirm that cloud sync is on.

Enable the right accounts for sync

Entity views on the web depend on which accounts you sync. In Quicken Desktop, make sure all relevant accounts are enabled for cloud sync.

If you don’t see an account you expect, select Show separate accounts, then update your account selections for cloud sync.

View entities on Quicken on the Web

After you sync from Quicken Desktop, you can view your entities on the web. Sign in to Quicken on the Web using your Quicken ID.

Switch between entities

Use the Entities dropdown menu in the left pane to select an entity. When you switch entities, the web experience updates to show the financial data for that entity.

What you should expect to see

Switching entities changes what you see across the web experience. If something looks missing, sync from Quicken Desktop and confirm the related accounts are enabled for cloud sync.

Understand how changes sync between Desktop and Web

Sync keeps Quicken Desktop and Quicken on the Web aligned, but each side requires sync at different times. This affects both the file owner and any invited users.

Changes you make on Quicken Desktop

Changes made in Quicken Desktop (account edits, transactions, and entity structure) require a cloud sync to send those updates to Quicken on the Web.

Changes you make on Quicken on the Web

Changes made on the web automatically update web views. Quicken Desktop receives those changes the next time you run a cloud sync.

Changes invitees make

If you give an invitee View & edit access, their edits follow the same sync behavior. Changes appear on the web, and Quicken Desktop receives them after the next cloud sync.

Share an entity with someone

You send invitations from Quicken on the Web. Entity sharing supports permission-based access per entity, and it applies across both entity sharing and full file sharing.

Send an invitation

1. In Quicken on the Web, open the Profile menu.

2. Select Manage Sharing.

3. Find the file you want to share, then select Share.

4. Enter the person’s name and email address.

5. For each entity, choose an access level: None, View-only, or View & edit.

6. Send the invitation.

Invitations are sent by email. If the invitee doesn’t have a Quicken ID, they must create one before they can access shared data.

Invitation limits

You can send a maximum of 10 invitations total. This limit applies across both permission-based entity sharing and the pre-existing full file sharing functionality.

What invitees see and can do

After an invitee accepts the invitation, they sign in using their Quicken ID. Their access is limited to what you assigned during the invitation.

What invitees can access

The Entities dropdown shows only the entities the invitee can access. Entities set to None don’t appear for the invitee.

What invitees can change

Invitees with View-only access can’t edit data. Invitees with View & edit access can make changes that sync back to the owner’s file.

Manage, update, or revoke access

You manage access on Quicken on the Web. Each shared file (dataset) lists shared users and lets you adjust access settings.

Update permissions

1. In Quicken on the Web, open the Profile menu.

2. Under My Cloud Accounts, locate the file you want to manage.

3. Select Manage Access.

4. View current shared users and update permission levels for each user.

When you change permissions, invitees see the updated access after the web updates. They might need to refresh the page or sign out and sign back in.

Revoke access

1. In Quicken on the Web, open the Profile menu.

2. Go to Manage Sharing or My Cloud Accounts > Manage Access.

3. Select Remove member for the person you want to remove.

After revocation, the invitee no longer has access to the shared entities. If they try to sign in again, they won’t be able to access those entities.

Platform limitations

Entity sharing depends on Quicken Desktop for setup and sync, and Quicken on the Web for viewing and sharing management. Quicken Mobile doesn’t support entities or entity sharing.

What happens in Quicken Mobile

If an invitee tries to access entity-shared data in the mobile app, they’re redirected to the web to view the shared entities. They can still access any other non-entity-shared cloud accounts in the mobile app.