Learn about usage limits

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 personalised info.

Here are the usage limits for each subscription level:

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.

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:

1. Upgrade your subscription, or
2. Reduce usage by:
   • Delete an account user if you have too many users in your account.
   • Make an account inactive to reduce your usage in chart of accounts.
   • Delete classes or delete locations if you go over your limits for class and location. (Only available in QuickBooks Online Plus or Advanced.)
   • Deactivate custom fields you no longer use.
   • Disconnect a sales channel if you've closed stores or have unneeded channels.

• Delete an account user if you have too many users in your account.
• Make an account inactive to reduce your usage in chart of accounts.
• Merge duplicate accounts to reduce your usage in chart of accounts.
• Delete classes or delete locations if you go over your limits for class or location (Only available in QuickBooks Online Plus or Advanced).
• Merge classes if you go over your limits for classes and locations (Only available in QuickBooks Online Plus or Advanced).
• Deactivate custom fields you no longer use.

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.

Learn more about QuickBooks features and available pricing plans.