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

The “You have exceeded the maximum number of users” error in QuickBooks occurs when the number of users accessing the company file exceeds the allowed limit for your QuickBooks license. This issue is common in multi-user environments and can disrupt workflow.  

Here’s a step-by-step guide to help you resolve this error quickly and efficiently. 

Understanding the Error 

Common causes include: 

• Exceeding the licensed number of users logged in simultaneously. 

• A user did not log out properly from a previous session. 

• Corrupted user credentials or data. 

• Network issues affecting user access status. 

Pro Tip: Always ensure that users log out properly and that your license supports the required number of users. 

Step-by-Step Solutions 

Step 1: Verify Your User License 

• Open QuickBooks. 

• Navigate to Help > Manage My License > Sync License Data Online. 

• This will update and synchronize the number of user licenses available. 

Why this works: Syncing license data ensures QuickBooks correctly recognizes the number of users allowed. 

Step 2: Close QuickBooks on All Workstations 

• Ensure all users log out of QuickBooks. 

• Restart all computers accessing QuickBooks. 

• Open QuickBooks only on the main server and try logging in. 

Why this works: Sometimes, QuickBooks registers users as logged in even when they are not. Restarting clears these ghost sessions. 

Step 3: Reset User Access 

•  On the server, navigate to the folder where your company file is stored. 

•  Delete the .TLG (transaction log) and .ND (network data) files related to your company file. (Do NOT delete the .QBW file.) 

• Open QuickBooks Database Server Manager from the Network Issues tab in the QuickBooks Tool Hub. 

• Select the folder with your company file and click Start Scan. 

Why this works: Scanning recreates necessary configuration files and clears access issues. 

 Step 4: Create a New User Account in QuickBooks 

• Go to Company > Set Up Users and Passwords > Set Up Users. 

• Select Add User and create a new user with appropriate access rights. 

• Ask the affected user to log in using this new account. 

Why this works: Corrupted user profiles can cause access issues. A new user account bypasses this. 

Step 5: Confirm Multi-User Mode is Configured Correctly 

• On the server, open QuickBooks and switch to Multi-User Mode (File > Switch to Multi-User Mode). 

• If issues persist, restart the QuickBooksDBXX service on the server: 

• Press Win + R, type services.msc, and press Enter. 

• Locate QuickBooksDBXX (where XX matches your version), right-click, and select Restart. 

Why this works: Restarting the service resets the connection between QuickBooks and the server. 

Best Practices to Avoid This Error 

• Regularly sync license data. 

• Ensure all users log out properly after each session. 

• Maintain user roles and access permissions. 

• Use reliable network connections to prevent session disruptions. 

Why Ace Cloud Hosting? 

• 24/7 Expert Support: Reliable assistance for all QuickBooks issues. 

• Secure Cloud Hosting: Seamless multi-user access without local restrictions. 

• Optimized Performance: Fast, secure QuickBooks access with managed updates. 

Need expert help? Call Ace Cloud Hosting at +1-855-223-4887 for reliable QuickBooks support.