QuickBooksHelpIntuit

Learn about usage limits

by Intuit•36• Updated 2 weeks 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.

How to check usage limits

To view your current usage limits in your account:

Sign in to QuickBooks Online as an admin.
Go to Settings and select Account and settings.
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.

How to see list-specific 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.

Go to Settings ⚙ and select All lists.
Select the list item you want to view.
Note: You can’t see users in the list view.
Select the ▼ icon next to the Filter by name field.
Select Counts toward limits.

Note:

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

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 personalized info.

Here are the usage limits for each subscription level:

QuickBooks Online EasyStart

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.

QuickBooks Online Essentials

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.

QuickBooks Online Plus

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.

QuickBooks Online Advanced

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.

QuickBooks Online Payroll Core, Premium, and Elite

If you have both a payroll subscription and a QuickBooks Online subscription, usage limits are determined by the QuickBooks Online subscription plan. Payroll-only subscribers have 5 billable users available.

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.

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:

Upgrade your subscription, or
Reduce usage by:
- 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.
- Delete classes or delete locations if you go over your limits for class and location. (Only available in QuickBooks Online Plus or Advanced.)
- Deactivate custom fields you no longer use.
- Disconnect a sales channel if you've closed stores or have unneeded channels.

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:

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.

What can I do if my account is suspended?

If your account has been suspended due to usage limits, call us at 1-877-507-1448 to upgrade and reactivate your account.

For service in English, call us Monday - Friday from 9:00 AM to 8:00 PM (ET)
For service in French, call us Monday - Friday from 9:00 AM to 6:00 PM (ET)