Usage Limits FAQ

1. How do I know if I am exceeding the Usage limits?

You can easily check your current usage by navigating to the Cogwheel, then selecting Account and Settings and finally clicking on the Usage section. QuickBooks will highlight any areas where you’re exceeding the limits. If you’re an accountant, log in directly to your client’s account to get the most up-to-date usage information. You can also adjust and increase your usage based on this information if you still have some room to do so. For more details, check out our article on Learn about Usage Limits in QuickBooks Online.

2. How can I reduce my usage myself?

To help you stay within your usage limits, you can try the following:

Billable Users:

• Delete an active (invited) user if you have too many users in your account. Some user types, like View company reports and Track time only, don't count toward the user limit.

Chart of accounts:

• Make a user created account inactive to reduce your usage in the chart of accounts (you can apply the filter to show user created accounts - select ‘Created by you’ from the drop-down list on the top).
• Merge duplicate accounts to streamline your chart of accounts.

Classes and Locations:

• Delete classes or locations (only available in QuickBooks Online Plus or Advanced).
• Merge classes if you exceed the limits for classes and locations (only available in QuickBooks Online Plus or Advanced).

3. I logged in and my account is locked. What are my next steps?

If you see that your account is inactive when you log in, it means your account was suspended due to exceeding the usage limits and you will have 12 months read-only account access.. To reactivate your account, call the dedicated phone number displayed on the banner once you log in. If you have an accountant, they can also assist you with reactivating the account. Just give them a heads-up and they’ll take care of it.

4. Do the total users include us as the accountant user for these clients?

Yes, an accountant user for QuickBooks Online Plus clients counts as a user on the account. The same goes for Primary Admin Accountant users.

If an accountant is also the Primary Admin of a QuickBooks Online account, they will count towards the Usage limit. However, non-Primary Admin accountants do not count towards the usage limits. This helps ensure that you have the flexibility to work with multiple accountants without hitting your user limit.

5. How do I upgrade?

To upgrade your plan, follow these simple steps:

1. Sign in to QuickBooks as a primary or company admin.
2. Go to Settings and select Subscriptions and billing.
3. Ensure your payment information is up to date.
4. In the Your Subscriptions section, select Upgrade your plan under the QuickBooks section.
5. Review the available plans and choose the one that suits you.
6. Follow the on-screen instructions to complete the upgrade.

Alternatively, you can upgrade directly from the Account and Settings - Usage section.

6. In future, will the system stop us/our staff adding a user if we are already at the limit?

If you’re at the limit, you won’t be able to create additional accounts, classes, locations, or add new users. To check your current usage, refer to the first question in this FAQ.

7. If I don’t upgrade in time, what is the process to regain access to the accounts?

If you don’t upgrade in time and your account is locked, you’ll need to contact our dedicated support team. They’ll guide you through the process to regain access to your account.

8. If I don’t need Classes & Locations and am currently exceeding, will turning them off bring me under the usage limits?

Yes, if you stop using Classes and Locations by turning them off, they will no longer count towards your usage limits. You can turn these features on or off by going to the Cogwheel, then Account and settings - Advanced - Categories. Please note that both Classes and Locations should be disabled to get them no longer included into Usage limits count. If you are currently exceeding the usage limits with Classes and Locations disabled, you would need to Upgrade your plan to re-enable either of these features.

9. Is the limit of 40 for the total of classes and locations? Does it matter on the split, i.e., does it have to be 20 of each?

The 40 limit is a combined total for classes and locations. The split can vary based on your needs, so you can have any combination that adds up to 40.

10. Do you have any further clarification on the number of accounts/locations/classes and what status they are in to be counted? For example, would an archived or inactive account/class/location be included in this number?

Only active user created accounts, locations, and classes are counted towards your usage limit. If you’ve archived or deleted any of these, they won’t be included in the count. System generated items do not count towards usage limits.

11. Why are we implementing these limits now, and why haven’t we done it before?  

We’re introducing these limits to ensure that our system remains efficient and reliable for all users. By setting clear usage guidelines, we can provide a better experience and support for everyone, making sure that Customers on different plans get the value that works for them. We understand this might be a change, but it’s part of our ongoing efforts to improve QuickBooks Online. If you have any concerns or questions, feel free to leave a question or comment below.