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Learn about usage limits in QuickBooks Online

by Intuit Updated 1 week ago

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 tags 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 personalized 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.
  • Tag groups: Maximum of 40 groups.
  • 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.
  • Tag groups: Maximum of 40 groups.
  • 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.
  • Tag groups: Maximum of 40 groups.
  • 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
  • Tag groups: Unlimited groups.

If you have both a payroll subscription and a QuickBooks Online subscription, all your usage limits are determined by your QuickBooks Online subscription.

If you have a payroll subscription without a QuickBooks Online accounting subscription, you have 5 billable users available.

Only active (or invited) users, accounts, classes, locations, and tags, count towards the limit in each category.

Some user types, like 'reports only' and 'time tracking 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 Settings gear icon., then 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:

Note: 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)

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