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Level 2

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

 
23 Comments
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Community Champion

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

Hello @brandoncopley:

 

You don't have to fully delete them, just delete them.  If they are inactive, they do not count.  

Here is a video we made to help the people in our group.  Hopefully, it will help you understand how the usage limits will affect you.

 

If you have more questions, feel free to reach out.   

 

@lynda  Artesani

Artesani Bookkeeping

Matthew Fulton

@ParkwayInc 

Parkway Business Solutions

 

Join our FB Group:  QB Community Live!

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Moderator

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

Hello Brandon,

 

Currently, we won't be able to completely delete the inactive accounts in QuickBooks. You might want to upgrade to QuickBooks Online Advanced since it doesn't have a limit for the number of accounts.

  1. Click the Gear icon in the upper-right corner and select Account and Settings.
  2. Select the Billing & Subscription tab and go to the QuickBooks section.
  3. Click Upgrade on the product and follow the prompts.
  4. Select Confirm Upgrade.

You can also check out this article about the usage limits of your current subscription: What are Usage Limits in QuickBooks Online?

 

Let us know if you need anything else.

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Community Champion

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

Hi @brandoncopley,

Do not forget that you will need to update your bank feed rules also for any accounts that you make inactive.  Additionally if you created an custom reporting you will need to update those as well.

 

One way around some of these updates would be to merge accounts instead of making them inactive!

 

If you need to do a mass adjustment, that may be something I could assist you with!

 

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Level 2

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

I believe your answer is incorrect. Merging accounts just marks 1 of the accounts inactive and still counts against your total account limit.

The problem I have is at one point in testing I created a large number of accounts just to mark them inactive while experimenting with features and at my plan I am near the account number limit purely based on the large number of inactive accounts I have that have NEVER had any entries made to them.

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Level 2

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

I tried upgrading, but it wanted to charge me quite a bit more than I'm currently paying.

The problem I have is that at one point in testing I created a large number of accounts just to mark them inactive while experimenting with features and at my plan I am near the account number limit purely based on the large number of inactive accounts I have that have NEVER had any entries made to them.

Perhaps it's time to build a new QBO account, but this seems like a large flaw in this billing system if you can't delete accounts you've never used and inactive accounts count against your usage limits. That's not okay.

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Level 2

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

I apologize, I was wrong before, marking inactive does make them not count against limits. Thanks for your help. I was misreading the UI and thinking they were still being counted but they aren't.

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Content Leader

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

Hi there, brandoncopley.

 

Thank you for taking the time to visit the Community. I'd like to provide some additional information regarding QuickBooks Online Advanced and usage limits.

 

If you're currently over the new limit on any Accounts in the chart, Classes/Locations, or Users, you will be able to keep the exceeded amount without having to upgrade to Advanced. If you do need to add anything new to these groups, then the upgrade would be in order. As stated above, Lynda is correct. Any inactive items will not count toward the limit. You can view your current usage by:

 

1. Clicking the Gear icon in the top right corner.

2. Select Account and Settings.

3. Choose Usage.

 

This article offers additional details about the usage limits: https://quickbooks.intuit.com/community/Help-Articles/What-are-usage-limits-in-QuickBooks-Online/m-p....

 

Additionally, you can follow this link to view a QuickBooks Online Plus and Advanced comparison: https://quickbooks.intuit.com/accounting/advanced/. Here you'll find the new features that come along with Advanced, as well as pricing options.

 

Please feel free to comment below if you have any other questions.

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Level 3

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

That's not correct.  In fact, when you click on the arrow to edit, run report or make inactive it clearly states that making it inactive will not reduce the number of accounts in your usage.

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Level 3

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

Actually, you were correct.  Making them inactive does not reduce usage.  This is a HUGE flaw.

 

Screen Shot 2019-05-23 at 6.46.18 AM.png

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Level 3

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

Then why does it have this message when you try to make inactive...

 

Screen Shot 2019-05-23 at 6.46.18 AM.png

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Anonymous
Not applicable

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

Hi, dKeast.

 

Deleting or inactivating accounts that are generated by the system won’t be able to reduce your usage limit. Decreasing your usage counting only applies to those accounts that you’ve manually created or imported to QuickBooks. 


Keep posting here in the Community if you have other concerns about QuickBooks. 
 

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Level 1

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

I have the same issue.  Inactivating old accounts that were created in desktop many years ago and then imported to online won't reduce usage, even though I don't need them.  Seems ridiculous that I can't reduce usage by inactivating old accounts.

Highlighted
Moderator

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

Hi there, vjnviolin.

 

Accounts that were imported from QuickBooks Desktop into the Online (QBO) version won't count against the usage limit.

 

To help you understand which items count towards limits, we are introducing a new filter in the Lists view for Chart of Accounts, Classes, and Locations.

 

Here are the steps:

  1. Sign in to QBO.
  2. From the Accounting menu, choose the Chart of Accounts tab.
  3. Click on the All drop down and select Counts toward limits.limits.PNG

     

You can find more information through this link: What are usage limits in QuickBooks Online?.

 

I've added an article that will guide you step-by-step on how to do various tasks in QBO. Here's the link for you reference: Getting Started.

 

Please let me know if you have any follow-ups or other questions. I'm here to help. Wishing you a good one.

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Level 1

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

Thank you JaneD!

This explains why now QBO "usage" shows that I have only 14 accounts that count towards my 250 max in the COA.   I have 270+ active accounts in my chart of accounts - now I know that all but 14 were imported from QuickBooks Desktop and therefore don't count towards limit. That helps keep me and my clients in QBO.  This is much different than a couple weeks ago when the limits were first announced and we were clearly over.  There should have been some kind of pop-up, if you ask me, so we wouldn't have to go hunting for answers online. 

 

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Level 2

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

I have been a small business owner using QuickBooks (desktop and online) since 2004. I hesitantly switched from desktop to online version last year. I pay for two subscriptions - one for my personal finances and another for my small business. I have no employees and am really running a self-employed business.

 

I am super frustrated with Quickbooks because when I made the switch it met my requirements. Sometime last year Quickbooks made a change to limit the number of classes I could track to 40 and not wants me to upgrade to a version which is almost twice the price BUT if I read the small print it actually says "until 9/22/20" where it will actually double in price again. 

 

I thought this shouldn't be an issue because I have about 15 classes that I am not even using. I will go ahead and delete them and I will be good. STOP!  Quickbooks will not let me Delete old dead inactive classes. Why you ask? 

 

Well, I am not really sure, but I am hoping that someone from Quickbooks support can shed some wisdom on this issue.  Currently, small businesses are being crushed by the Corona Virus lockdown and I am hoping that this isn't just "Corporate Greed".

 

Can someone from Quickbooks support please provide some wisdom on why this was done and why it continues?

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QuickBooks Team

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

Hi CORE90. Currently, this is not available in QuickBooks Online. There are certain limitations in programming that make this impossible. However, we do know your concerns are important and our development team is always working on implementing as much of your suggestions as possible. If you need anything else just let me know. 

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Community Champion

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

Hi @CORE90 ,


You should be able to delete your classes without any concern EXCEPT if you have already exceeded the user limits and your account has been locked from non-compliance.  If this is the case, what you must do is upgrade to QBO Advanced for at least 1 month during which time you can bring your file back into compliance with the various limitations and then you can downgrade back to QuickBooks Online Plus.

To be safe the limits to Plus are as follows:
Chart of Accounts: 250 Accounts
Users: 5 Users
Classes & Locations: 40 combined

Depending on how you are currently using classes, you might want to look into using Projects in place of classes, here is an article I wrote discussing how to accomplish this.

https://www.firmofthefuture.com/content/using-projects-instead-of-classes-in-quickbooks-online/


I hope this helped answer your question, if not, feel free to reach out to me and we can see how I might be able to help.

Matthew Fulton
Parkway Business Solutions

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Level 2

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

Hi @Steve_C  - Thank you for your reply. It does not appear to be a programming limitation because my Classes worked find without limitations prior to Quickbooks changing the rules. I guess you answered my question about why you did it.

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Level 2

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

Thank you @ParkwayInc (Matthew). I appreciate the article. I am using Quickbooks to manage financials for the rental properties that I buy/renovate/rent/sell. I use classes for the properties. I have classes set up for properties that I did not purchase but paid for an inspection and classified the inspection fee to the property class. In hindsight, I should have not tagged it to the property class but should have simply entered as an operating expense. Thanks again

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Level 1

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

Re: How do I FULLY delete inactive accounts - I don't care about limits - I added an account by accident and it is messing up my profit and loss statement.

 

 

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QuickBooks Team

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

You're in the right place to ask for help, @Michele Cohen.

 

Currently, we won't be able to completely delete the inactive accounts in QuickBooks. As a workaround, you can make inactive accounts not to reflect in your Profit and Loss report. 

 

Here's how:

  1. On the left navigation pane, go into Reports then choose Profit and Loss.
  2. On the upper right corner click Customize.
  3. Click on Filter, put a checkmark in the box beside Distribution Account.
  4. Click the dropdown arrow beside Distribution Account then select All.
  5. Once done click Run report.

You can also customize item reports in QuickBooks.

 

Feel free to post if you have additional questions. The team is always here to assist you. Have a good day.

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Level 2

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

This is so frustrating. The dashboard is counting totals from inactive accounts that I do NOT want to be counted. There is no way to get rid of those account that were added and we no longer want. Please make this program actually work for its users. I have never used anything so frustrating. Why not allow us to just fully delete an account, active or not, when we want to?

 

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Level 2

How do I FULLY delete inactive accounts so they won't be counting against my account limits?

This is so frustrating. The dashboard is counting totals from inactive accounts that I do NOT want to be counted. There is no way to get rid of those accounts that were added at one point and we no longer want. Please make this program actually work for its users. I have never used anything so frustrating. Why not allow us to fully delete an account, active or not, when we want to?

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