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Learn about usage limits in QuickBooks Online

SOLVEDby QuickBooksQuickBooks Online551Updated November 29, 2021

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 to how many billable users, chart of accounts, classes, locations, and tags you can add to QuickBooks. Here's how to view and manage usage limits and what to do when you reach your limits.

Usage limits by subscription

In QuickBooks Online, usage limits vary by subscription. Only active (or invited) users, accounts, classes, locations and tags, count toward the limit.

Note: 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.

  • 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.

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. Select Settings ⚙. Then select Account and Settings.
  3. Select the Usage tab.

In list view, you have an option to see limits on list items.

Note: There are no usage limits for list items in QuickBooks Online Advanced.

  1. Select Settings ⚙. Then select All Lists.
  2. Select the list item you want to view. Note: You can’t see users in the list view.
  3. Select the▼ icon next to the Filter by name field.
  4. Select Counts toward limits.

This shows you the items that count toward usage limits.

What happens when I reach my limit?

When you reach your usage limits and can’t add any more items like users or accounts, don’t worry. 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 account, contact them to update your subscription.

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