How to Fix “You Have Exceeded the Maximum Number of Users” Error in QuickBooks

When you open QuickBooks Desktop and see a message saying, “You have exceeded the maximum number of users who can access the company at one time,” it means QuickBooks believes more people are connected to your company file than your license allows.

QuickBooks uses license and entitlement data, along with active sessions, to control how many users can access a company file at one time. Several issues can cause QuickBooks to think too many people are connected, including:  

Causes of the “Maximum Users” Error 

1. Exceeding your licensed number of simultaneous users. 
2. Stuck or unlogged sessions (for example, a user closed QuickBooks incorrectly or the system did not release the session). 
3. Corrupted license or entitlement data (damaged EntitlementDataStore.ecml or other files). 
4. Multi-user hosting or network setup problems (Database Server Manager not running, hosting misconfigured, network interruptions). 
5. Firewall/antivirus rules blocking QuickBooks components needed for multi-user and licensing communication. 
6. Damaged network configuration file (.ND) that helps QuickBooks access the file in multi-user mode. 
7. User profile corruption in QuickBooks (usually affects one user account). 

Understanding the reason will help you choose the most appropriate solution. 

Solutions to fix You Have Exceeded the “Maximum Number of Users” Error in QuickBooks 

Try the following methods in order to resolve the error. After each method, open QuickBooks and try to sign in. If you still receive the error, continue to the next method. 

Method 1 – Verify and Sync Your License Data 

The first step is to confirm that your QuickBooks license reflects the correct number of users. Syncing license data updates QuickBooks’ record and often fixes the “maximum users” message. 

1. Open QuickBooks Desktop and log in as an administrator. 
2. Go to Help > Manage My License > Sync License Data Online. When prompted, click OK.  
3. Return to Help > Manage My License and choose Buy Additional User Licenses. It shows what QuickBooks recognizes right now (which is the point of syncing). 
4. Press F2 (Product Information) and confirm User Licenses match what you purchased. 
5. If the number is lower than you expect, you need to purchase more seats or contact Intuit (the message may be genuine). Otherwise, close the window and try logging in again. 

Why this works: Syncing updates licensing/entitlement data and can clear seat-recognition problems. 

Method 2 – Close QuickBooks on All Workstations and Reboot 

If a user did not exit properly, QuickBooks may still think they are connected. Close the program completely on all machines and reboot to free locked licenses.     

1. Ask all users to log out of QuickBooks.  
2. Make sure they choose File > Exit; do not simply click the “X” in the top‑right corner. 
3. On each computer that runs QuickBooks, restart the computer to clear any stuck sessions or log files. 
4. After rebooting, open QuickBooks only on the main server. Check if the error is gone; if so, allow other users to log in one at a time. 

Why this works: Rebooting clears ghost sessions and releases the license count, allowing QuickBooks to recognize the correct number of connected users. 

Method 3 – Reset the License File (EntitlementDataStore.ecml) 

QuickBooks stores license information in a hidden file named EntitlementDataStore.ecml. If this file becomes corrupted, you may get a licensing error. Renaming this file forces QuickBooks to create a fresh copy the next time it starts. 

Important: This method is safe and does not delete your company data. However, you will need to re‑register QuickBooks using your license and product numbers. 

1. Close QuickBooks on all computers. 
2. Press Windows + R to open the Run window. Copy and paste this path and press Enter: 
3. C:\ProgramData\Intuit\Entitlement Client\v8 (replace v8 with the highest version number folder you see). 
4. In the folder that opens, right‑click on the file EntitlementDataStore.ecml and select Rename. Change the file name to EntitlementDataStore.ecml.OLD.
5. Close the folder and reopen QuickBooks. When prompted, enter your license number and product number to re‑register. QuickBooks will create a new EntitlementDataStore.ecml file.

If you cannot see the ProgramData folder, you may need to enable viewing of hidden files. In Windows Explorer, go to View > Options > View, select Show hidden files, folders, and drives, and clear the Hide protected operating system files check box.

Why this works: QuickBooks rebuilds clean entitlement data after you rename the corrupted file.

Method 4 – Rescan Company File Folder Using QuickBooks Database Server Manager

Running a scan in QuickBooks Database Server Manager refreshes multi-user file access settings and can clear incorrect session counts.

1. Close QuickBooks on all computers.
2. Open QuickBooks Tool Hub on the server/host.
3. Go to Network Issues > QuickBooks Database Server Manager.
4. In Database Server Manager, choose Scan Folders.
5. Browse to the folder that contains your .QBW company file and click Start Scan.
6. When the scan completes, reopen QuickBooks and test the multi-user login.

Why this works: The scan helps repair folder access and multi-user connectivity, so QuickBooks stops miscounting sessions.

Method 5 – Rename the .ND File (Optional) and Re-scan

Sometimes the network descriptor file becomes damaged.

1. Close QuickBooks on all computers.
2. Go to the folder that contains your .QBW file.
3. Find the file with the same name ending in .ND (example: CompanyFile.qbw.nd).
4. Rename it to CompanyFile.qbw.nd.old.
5. Run Database Server Manager > Scan Folders again (Method 4).
6. Reopen QuickBooks and test the login.

Why this works: Renaming the .ND file forces QuickBooks to rebuild network access details.

Method 6 – Remove and Re‑Add the User in QuickBooks

If only one user gets the error while others can log in, the user’s profile might be damaged. Removing and re‑creating the user account can resolve corrupted credentials.

1. Log in to QuickBooks with an administrator account.
2. Go to Company > Users > Set Up Users and Roles.
3. Select the affected user and click Delete User. Confirm the deletion.
4. Click Add User, enter a new user name and password, assign the appropriate roles/permissions, and click Save.
5. Have the user log in with the new account. Then, go to Help > Manage My License > Sync License Data Online to ensure the new user registers correctly.

Why this works: Creating a new user bypasses a corrupt user profile and resets the registration state for that account.

Method 7 – Configure Firewall and Security Software

A misconfigured firewall or security suite can block QuickBooks from communicating with Intuit’s licensing servers, leading to license errors. Configure Windows Firewall or your third‑party security software to allow QuickBooks.

A) Add Windows Firewall port exceptions (Inbound + Outbound)

1. On the server/host, open Windows Start and search Windows Firewall → open it.
2. Click Advanced settings.
3. Right-click Inbound Rules → New Rule → select Port → Next.
4. Select TCP.
5. In Specific local ports, enter ports based on your QuickBooks year:
   1. QuickBooks Desktop 2020 and later: 8019, XXXXX
   2. QuickBooks Desktop 2019: 8019, XXXXX
   3. QuickBooks Desktop 2018: 8019, 56728, 55378-55382
   4. QuickBooks Desktop 2017: 8019, 56727, 55373-55377
6. Click Next → choose Allow the connection → Next.
7. Select all profiles if prompted → Next.
8. Name the rule (example: QBPorts(Year)) → Finish.
9. Repeat the same steps for Outbound Rules (same ports).

B) How to find the dynamic port (for 2019 and later)

QuickBooks Desktop 2019+ uses dynamic ports (the “XXXXX” above). To find it:

1. Open QuickBooks Database Server Manager on the server/host.
2. Go to the Port Monitor tab.
3. Find your QuickBooks version and note the Port Number. Use that number as “XXXXX” in the firewall rule.

Note: If you click Renew to change the assigned port, go to Scan Folders and run Scan Now to reset permissions.

C) Add Windows Firewall program exceptions (only if ports aren’t enough)

If you still see issues, add firewall exceptions for key QuickBooks executable files (create both inbound and outbound rules as “Program” rules).

Common ones include QBW32.exe, QBDBMgrN.exe, and QBCFMonitorService.exe (locations vary by year under C:\Program Files\Intuit\QUICKBOOKS YEAR and C:\Program Files\Common Files\Intuit\QuickBooks).

D) Third-party antivirus/EDR

If you use a third-party security suite, whitelist the same ports and QuickBooks executables, and allow access to the folder where your .QBW file is stored. Steps vary by vendor.

Why this works: Correct firewall and security rules allow QuickBooks services to communicate properly for multi-user access and license synchronization.

Note: If you have multiple QuickBooks Desktop years installed on the same server, repeat these steps for each version.

Method 8 – Point of Sale (POS) Fixes Only (If You Use QuickBooks POS)

If you use QuickBooks POS, try these POS-only fixes:

Rename WSActivity file

1. Go to: C:\ProgramData\Intuit\QuickBooks POS XX\Ini (replace XX with your POS version).
2. Rename WSActivity to OLDWSActivity.
3. Reopen POS and test.

Reinstall QuickBooks POS (if needed)

1. Uninstall POS from Control Panel > Programs and Features.
2. Download the correct POS installer from Intuit and reinstall.
3. Go to Help > Manage My License > Sync License Data Online and re-check seats.

Why this works: WSActivity and POS install issues can cause false session counts and licensing errors.

Best Practices & Preventive Measures

To avoid encountering the “maximum users” error in the future:

• Maintain proper licensing: Regularly check the number of users allowed by your license and sync license data often.
• Exit QuickBooks properly: Instruct users to exit using File > Exit rather than closing the program via the “X” button; this ensures licenses are released.
• Monitor active sessions: Periodically review who is logged in and remove old/inactive users.
• Keep software up to date: Install the latest QuickBooks updates and security patches and update QuickBooks POS to the latest release.
• Use reliable networks: Multi‑user QuickBooks relies on stable network connectivity. Avoid VPNs or Wi‑Fi for the server if possible, and use wired connections where available.
• Configure firewall/antivirus: Ensure Windows Firewall and any third‑party security software allow QuickBooks executables and ports.

Summary

This error happens when QuickBooks detects more active sessions than your license allows. Sync your license data, reboot the server/host to clear stuck logins, then rescan the company’s file folder with Database Server Manager.

If needed, reset the EntitlementDataStore.ecml file, rename the .ND file, re-create the affected user, and confirm firewall/antivirus rules aren’t blocking QuickBooks.

By hosting QuickBooks Desktop in the cloud with us, you gain uninterrupted access to your accounting data and unlock dedicated support designed to keep your business moving forward without errors or delays.