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Everything you need to know: QuickBooks Online Advanced and revised usage limits

by Intuit Updated 2 months ago

Learn about the exciting launch of QuickBooks Online Advanced, including a list of features and FAQs. Plus, learn the ins and outs of the revised usage limits and how they’ll impact you or your clients who use QuickBooks Online.

QuickBooks Online Advanced

QuickBooks Online Advanced is now live in Canada! This is the most powerful QuickBooks Online solution, designed to help small and medium-sized businesses work smarter, so they can spend less time on repetitive tasks and focus more on the insights they need to grow their business.

Here are some of the exciting features available in QuickBooks Online Advanced:

  • Automation to get more, done faster: Customers can streamline repetitive tasks with batch transactions, enabling them to enter, edit, and send multiple invoices, cheques, expenses, and bills in a few clicks. Customers can also automate key workflows such as invoice approvals or payment due reminders.
  • Powerful customization that tailors to your business needs: With custom fields, customers can search, sort, and filter information however they want. Custom tasks also allow teams to know what work needs to get done and when - even for tasks outside of QuickBooks.
  • Top-tier reporting capabilities for deeper insights: Tracking and reporting performance data with customizable reports and custom dashboards enables customers to make more informed business decisions.
  • More support when you need it: Customers get unlimited expert product guidance from a dedicated support team and front-of-the-line phone support.
  • Room to grow: Up to 25 users can access Advanced at no additional cost. With custom user roles, the primary admin can easily delegate work and help protect sensitive data.

Revised usage limits

QuickBooks is evolving to keep pace with our customers as they grow. To ensure customers are on the plan that best suits their needs, we’re revising usage limits to match the capabilities of our products.

Usage limits will be applied to Chart of Accounts, Classes and Locations, and the number of unique users per account, starting on or after September 8, 2022.

Here’s a breakdown of the usage limit updates:

QuickBooks Online Users1 (no change)3 (no change)5 (no change)25
Accountant Users 2 (no change)2 (no change)2 (no change)3
Time tracking-only usersN/AUnlimited (no change)Unlimited (no change)Unlimited
Report-only usersN/AN/AUnlimited (no change)Unlimited
Tag Groups40 (no change)40 (no change)40 (no change)Unlimited
Chart of AccountsNow: 250
Was: Unlimited
Now: 250
Was: Unlimited
Now: 250
Was: Unlimited
Classes & Locations (combined)N/AN/ANow: 40
Was: Unlimited
Custom Fields (per form)N/A3 (no change)3 (no change)12

Frequently asked questions

On February 15, QuickBooks Online Advanced became available for purchase within QuickBooks Online Accountant and QuickBooks Online. The full product launched on March 28, when it became available for new customers to purchase.

Visit our available pricing plans page to check out the latest prices for QuickBooks Online Advanced and take advantage of the available discounts.

Accountants will also have the opportunity to offer discounts to new and existing wholesale discount clients.

  1. Sign in to QuickBooks Online and select Settings.
  2. Select Subscriptions and billing.
  3. Select Upgrade your plan and follow the prompts.

In QuickBooks Online there's a new Usage tab in the Account and Settings section that shows your current usage and your plan’s usage limits.

Limits have always existed in QuickBooks Online, however, we’re adding new limits on Chart of Accounts, Classes and Locations, and number of users to better match the capabilities of our products.

When a business requires a large Chart of Accounts, high usage of Classes and Locations, and a higher number of users, it indicates that the business is growing in complexity and its needs may not be fully met by the QuickBooks plans available to date.

By launching QuickBooks Online Advanced and enforcing usage limits, our goal is to make sure these customers are in our most robust plan that better meets their needs.

If customers are exceeding their plan’s usage limits, they’ll need to reduce their usage or upgrade to the appropriate plan before usage limits go into effect starting September 8, 2022.

If a customer is currently under all of their usage limits, there’s no need to take any action at this time. QuickBooks will notify users when they’re approaching a usage limit so that they can decide which product is right for them.

We’ve added a new page in the Accounts and Settings section of your client’s QuickBooks Online account that provides this information. In addition, your clients will start receiving more prominent reminders in QuickBooks Online 45 days before the implementation date (first bill renewal date on or after September 8, 2022) with instructions on how to reduce usage or change plans.

If a client is exceeding one or more of their plan’s limits, they have two options:

  • Review and update the books to reduce usage before September 8, 2022. For example, they may have some inactive accounts in their Chart of Accounts. Trim their Chart of Accounts to remain under the limit.
  • Upgrade to QuickBooks Online Advanced before September 8, 2022. In addition to increasing the usage limit, they will also get access to new features for more complex small businesses that will help them get deeper insights, save more time, and customize QuickBooks more.

Note: If they continue to exceed one or more of the limits after September 8, they will not be able to use QuickBooks Online and their account will risk suspension.

Under the ProAdvisor Program, your QuickBooks Online Accountant account gets a free QuickBooks Online Plus subscription to use for your firm’s books. These subscriptions are currently excluded from the usage limits rollout.

No, selecting make inactive for Chart of Accounts, Classes and Locations just makes that field inactive. Transactions associated with that account, class or location will remain.

  • Learn more about removing accounts in the Chart of Accounts here.
  • Learn more about removing Classes and Locations here and here.

As with all of our offers, if you add or remove services, your service fees will be adjusted accordingly. This includes changing the subscription type.

If you upgrade a wholesale-billed subscription that is still on package offer pricing to QuickBooks Online Advanced, the subscription price will change to the then-current wholesale billing list price of the new subscription (assuming you maintained the wholesale-billed status of the subscription).

Clients will receive both in-product notifications when they login as well as email notifications to communicate proximity to limits.

No, subscriptions will not be automatically upgraded to QuickBooks Online Advanced if one or more of the usage limits is exceeded. If your client is approaching or over a usage limit they can either reduce their usage or voluntarily upgrade to the appropriate subscription.

QuickBooks Online Advanced is the most powerful QuickBooks Online plan designed to help growing businesses with increased capacity up to 25 users, top tier reporting and powerful customization. QuickBooks Enterprise is a desktop software for larger businesses, providing robust job costing, advanced inventory management, up to 30 users as well as an option to work from anywhere with cloud access.

If you continue to exceed your current plan’s limits after that, your QuickBooks Online account (including QuickBooks Payroll, Time and Payments add-ons) will be suspended. We’ll continue to send you reminders and instructions for how to reduce your limits or change plans as we approach usage limits implementation in September.

When QuickBooks Online Advanced becomes available, the My Company SKU in QuickBooks Online Accountant will remain Plus. We do not yet have a firm timeline for Advanced to become the default SKU under My Books in QuickBooks Online Accountant. When that happens you’ll be notified so you can start leveraging QuickBooks Online Advanced for your own firm.

Due to technical limitations of TestDrive, this will not be possible; however, we are working on an alternative solution that will serve the same purpose as TestDrive, and should have an update on this in the next few months.

The Canadian version of QuickBooks Online Advanced offers a majority of the features available in the US, with the exception of exclusive app integrations such as HubSpot, DocuSign or Bill.com. As always, we will continue to invest in features and enhancements to better serve our customers' needs.

Interested in learning more about the features in QuickBooks Online Advanced?

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