Learn about usage limits in QuickBooks Online

Usage limits are the maximum number of things, like accounts or users, you can have at one time in QuickBooks. Depending on your subscription, you have a specific usage limit. These limits apply on how many billable users, chart of accounts, classes, locations, and custom fields you can add to QuickBooks.

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:

Only active (or invited) users, accounts, classes, locations, and custom fields, count towards 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

Your usage limits dashboard shows you how many items you have for each usage limit. If you’re an accountant, sign in directly to your client’s account to see the most up-to-date usage limits.

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

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:

• Delete an account user if you have too many users in your account.
• Make an account inactive to reduce your usage in chart of accounts.
• Merge duplicate accounts to reduce your usage in chart of accounts.
• Delete classes or delete locations if you go over your limits for class or location (Only available in QuickBooks Online Plus or Advanced).
• Merge classes if you go over your limits for classes and locations (Only available in QuickBooks Online Plus or Advanced).
• Deactivate custom fields you no longer use.

Note: If your accountant manages your QuickBooks company, contact them to update your subscription.

Learn more about QuickBooks features and available pricing plans.