What are usage limits in QuickBooks Online?

Learn about usage limits and what your best options are if you reach one.

Your QuickBooks Online plan will have a maximum number of classes, locations, chart of accounts entries, and users. These limits depend on your plan. Here’s what you need to know about limits and what you can do if you reach one.

What are my usage limits?

These are the usage limits for each version of QuickBooks Online. (You can press F2 on Windows or Control+1 on a Mac to see which version you have).

Starting in late March and rolling out over 2019, these usage limits will apply to QuickBooks Online Simple Start, Essentials, and Plus plans.

Classes and locations

  • QuickBooks Online Advanced: No limit
  • QuickBooks Online Plus: 40 (combined)
  • All other versions: Not available

Accounts in your chart of accounts

  • QuickBooks Online Advanced: No limit
  • All other versions: 250

All-access users

Note: All-access users are admin, standard, and custom users.

  • QuickBooks Online Advanced: 25
  • QuickBooks Online Plus: 5
    QuickBooks Online Essentials: 3
  • QuickBooks Online Simple Start: 1

Other user types (unbilled)

  • QuickBooks Online Simple Start: 2 accountant users. Unlimited reports-only users. No time tracking users.
  • All other versions: 2 accountant users. Unlimited reports-only users. Unlimited time tracking-only users.

What if I’m over a limit?

If you’re already over a limit, don’t worry, you don’t have to do anything. You can stick to your current QuickBooks plan. If you want to keep adding after you’ve reached a limit, you can upgrade to QuickBooks Online Advanced.

For example, if you use QuickBooks Online Plus and have classes and locations, their limit is 40. If you currently have 45, you can keep using all of them. But you won’t be able to add a new class or location until you reduce your count to 39 or upgrade to QuickBooks Online Advanced. The same is true for users—if you’re now over the limit for your version, those users can continue using your plan. But you’ll need to upgrade if you want to add more users.

How do I upgrade?

You can find out more about QuickBooks Advanced features and pricing. And if you’re ready, here’s how to upgrade.

Note: If you upgrade but then downgrade back to QuickBooks Plus, Essentials, or Simple Start, you’ll need to reduce everything to their usage limits when you downgrade.

How do I reduce things down to their limits?

See these articles for steps on how to manage classes, locations, accounts, and users.

1.Manage class and location tracking
2.Delete an account from the chart of accounts
3.Delete or change a user’s access

What are classes, locations, chart of accounts, and users?

Here’s more information on each of the things that have usage limits.

Classes and locations

Location Tracking and Class Tracking lets you track your income and expenses in QuickBooks Online Plus or Advanced. You can use either one of them individually or both of them together. Class tracking specifies a different class for each detail line of a transaction. Location tracking allows you to assign a location to an entire transaction.

Chart of accounts

The chart of accounts is the backbone of accounting software. All assets, liabilities, income, and expenses are recorded in an account or sub-account in the chart of accounts.

The maximum number of accounts in your chart of accounts is 250. However, third-party apps or QuickBooks services like Payroll can add to and exceed this limit.

Users

There are different types of users you can set up to access your books.

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