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How to Fix the “Customer List Is in Use by Another User” Error in Webgility Desktop

This article helps Webgility Desktop users in troubleshooting order posting errors into QuickBooks Desktop Enterprise caused by the message: "Customer list is in use by another user." This error prevents new orders from syncing or posting successfully from Webgility Desktop. It typically occurs due to user conflicts when multiple users access or modify the Customer List simultaneously in Quickbooks company file. The guide provides steps to resolve the lock issue and restore smooth order posting.

Issue Overview

A customer reported a posting error in QuickBooks Desktop, receiving the message:

"Customer list is in use by another user."

This prevented new orders from syncing or posting successfully from an Webgility Desktop

Root Cause

This error typically occurs due to user conflicts—when multiple users access or attempt to modify the Customer List simultaneously. QuickBooks Desktop places a lock on the list, preventing changes from other sessions until the original task is completed or the user exits.

Step-by-Step Troubleshooting Guide

1. Confirm the Error Source

  • Validate the exact error message with the customer.

  • Ensure it references the Customer List being in use.

  • Ask all users (except the QuickBooks Admin) to log out of the company file.

2. Switch to Single-User Mode

  • Log into QuickBooks Desktop as the Admin user.

  • Navigate to: File > Switch to Single-user Mode.

  • This ensures exclusive access for resolving list-based issues.

3. Retry Order Posting

  • Attempt to re-post the order from the Webgility Desktop.

  • Confirm whether the posting now completes successfully.

4. Refresh QuickBooks Data (if needed)

5. Resume Multi-User Mode (if applicable)

  • Once posting is successful, return to File > Switch to Multi-user Mode to resume regular operations.