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Learn about usage limits in QuickBooks Online

by Intuit•796• Updated 2 months 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.
  • Tags: Maximum of 300.
  • 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.
  • Tag groups: Maximum of 40 groups.
  • Tags: Maximum of 300.
  • 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.
  • Tag groups: Maximum of 40 groups.
  • Tags: Maximum of 300.
  • 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
  • Tag groups: Unlimited groups, but with the standard tag max of 300.
  • Tags: Maximum of 300.
  • QuickBooks Commerce Accounting: Unlimited sales channels can be connected

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.

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, 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.

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