QuickBooks HelpQuickBooksHelpIntuit

Learn about usage limits in QuickBooks Online

by Intuit•19• Updated about 22 hours ago

QuickBooks Online has usage limits that vary by subscription tier. These limits define how many billable users, chart of accounts, classes, locations, and custom fields you can add to QuickBooks. This reference helps you quickly understand these limits and how to manage them.

Usage limits by subscription

Tip: If you’re not sure what subscription level you have, sign in to QuickBooks Online. Then, refresh this page for personalised info.

Here are the usage limits for each subscription level:

  • Billable users: 1 user.
  • Non-billable users: 2 accountant firm users. Reports-only and time tracking-only users are not available for this subscription.
  • Classes and locations (combined): Not available for this subscription.
  • Chart of accounts: Maximum of 250 accounts.
  • Custom fields: 1 per transaction.
  • QuickBooks Commerce Accounting: Maximum of 1 sales channel connected.
  • Billable users: 1 user.
  • Non-billable users: 2 accountant firm users. View company reports and Track time only users are not available for this subscription.
  • Classes and locations (combined): Not available for this subscription.
  • Chart of accounts: Maximum of 250 accounts.
  • Custom fields: 1 per transaction.
  • Billable users: 3 users.
  • Non-billable users: 2 accountant firm users. Unlimited time tracking only users. Reports-only users are not available for this subscription.
  • Classes and locations (combined): Not available for this subscription.
  • Chart of accounts: Maximum of 250 accounts.
  • Custom fields: 4 per transaction.
  • QuickBooks Commerce Accounting: Maximum of 3 sales channels connected.
  • Billable users: 3 users.
  • Non-billable users: 2 accountant firm users. Unlimited Track time only users. View company reports users are not available for this subscription.
  • Classes and locations (combined): Not available for this subscription.
  • Chart of accounts: Maximum of 250 accounts.
  • Custom fields: 4 per transaction.
  • Billable users: 5 users.
  • Non-billable users: 2 accountant firm users. Unlimited time tracking-only and reports-only users.
  • Classes and locations (combined): 40 combined classes and locations.
  • Chart of accounts: Maximum of 250 accounts.
  • Custom fields: 4 per transaction.
  • QuickBooks Commerce Accounting: Unlimited sales channels can be connected.
  • Billable users: 5 users.
  • Non-billable users: 2 accountant firm users. Unlimited View company reports and Track time only users.
  • Classes and locations (combined): 40 combined classes and locations.
  • Chart of accounts: Maximum of 250 accounts.
  • Custom fields: 4 per transaction.
  • Billable users: 25 users.
  • Non-billable users: 3 accountant firm users. Unlimited time tracking-only, and reports-only users.
  • Classes and locations: Unlimited classes and locations.
  • Chart of accounts: Unlimited accounts.
  • Custom fields: 12 per transaction.
  • QuickBooks Commerce Accounting: Unlimited sales channels can be connected.
  • Billable users: 25 users.
  • Non-billable users: 3 accountant firm users. Unlimited View company reports and Track time only users.
  • Classes and locations: Unlimited classes and locations.
  • Chart of accounts: Unlimited accounts.
  • Custom fields: 12 per transaction.

All your usage limits are determined by your QuickBooks Online subscription.

Only active (or invited) users, accounts, classes, locations, and custom fields, count toward the limit in each category.

Some user types, like View company reports and Track time only, don't count toward the user limit. Make sure each user in QuickBooks has the access that's right for them. If you have QuickBooks Online Advanced, here's how to set up custom roles.

How to check usage limits

To view your current usage limits in your account:

  1. Sign in to QuickBooks Online as an admin.
  2. Go to Settings Settings gear icon. and select Account and settings.
  3. Select the Usage tab.

If you’re an accountant, sign in directly to your client’s account to see the most up-to-date usage limits.

In list view, you have an option to see limits on list items.

Notes:

  • There are no usage limits for list items in QuickBooks Online Advanced.
  • Currently the usage limits can be seen only for Locations and Classes.
  1. Go to Settings ⚙ and select All lists.
  2. Select the list item you want to view.
    Note: You can’t see users in the list view.
  3. Select the ▼ icon next to the Filter by name field.
  4. Select Counts toward limits.

Note:

  • You can’t see users in the list view
  • QuickBooks Online Advanced has no usage limits for list items

What happens when I reach my limit?

When you reach your usage limits and can’t add any more items, like users or accounts, there are two options. You can either upgrade your subscription, or reduce your usage. If you have more than one company, you’ll need to check usage for each one.

To reduce usage, you can do the following:

  1. Upgrade your subscription, or
  2. Reduce usage by:

Note:

  • For clients managed by an accountant, consult them before updating subscriptions.
  • If you have more than one company, you’ll need to check usage for each one.
  • If your accountant manages your QuickBooks company, contact them to update your subscription.

Learn more about QuickBooks features and available pricing plans.

QuickBooks Online EssentialsQuickBooks Online PlusQuickBooks Online Simple Start

Sign in now for personalised help

See articles tailored for your product and join our large community of QuickBooks users.