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Learn about usage limits

by Intuit•1607• Updated a day 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.

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.
  • Custom fields: 1 per transaction.
  • QuickBooks Commerce Accounting: Maximum of 1 sales channel connected.
  • 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.
  • Custom fields: 4 per transaction.
  • QuickBooks Commerce Accounting: Maximum of 3 sales channels connected.
  • 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.
  • Custom fields: 4 per transaction.
  • QuickBooks Commerce Accounting: Unlimited sales channels can be connected.
  • 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.
  • Custom fields: 12 per transaction.
  • QuickBooks Commerce Accounting: Unlimited sales channels can be connected.

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.

How to check usage limits

To view your current usage limits in your account:

  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.

If you’re an accountant, sign in directly to your client’s account to see the most up-to-date usage limits.

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

  1. Select Settings ⚙. Then select All Lists.
  2. Select the list item you want to view.
  3. Select the ▼ icon next to the Filter by name field.
  4. Select Counts toward limits to view items that count toward usage limits.
    • Note: The Counts toward limits filter option is only available for the Classes and Locations lists.

Note:

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

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.

When you reach your usage limits and can’t add any more items, like users or accounts, there are two options.

To reduce usage, you can do the following:

  1. Upgrade your subscription, or
  2. Reduce usage by:

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.
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