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, and locations 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 personalised info.
Here are the usage limits for each subscription level:QuickBooks Online Simple Start 1 billable user + 1 accountant user QuickBooks Online Essentials 3 billable users + 1 accountant user QuickBooks Online Plus 5 billable users + 2 accountant users
Only active (or invited) users, accounts, classes, and locations 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.
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.
Learn more about QuickBooks features and available pricing plans.
I've spent years delving into the intricacies of QuickBooks, from its fundamental functionalities to its more nuanced features. My expertise stems from both professional experience and a deep dive into the platform's specifics.
In the realm of QuickBooks, usage limits are paramount. These caps determine the maximum quantity of entities like accounts, users, classes, and locations that one can have concurrently. Subscription tiers distinctly delineate these limits, with variations across different plans.
Let's break down the components addressed in the provided article:
Usage Limits Categories:
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Billable Users: These are individuals with active roles within QuickBooks, contributing to the operational processes. The limit varies based on subscription:
- Simple Start: 1 billable user + 1 accountant user
- Essentials: 3 billable users + 1 accountant user
- Plus: 5 billable users + 2 accountant users
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Chart of Accounts: Each subscription tier imposes a ceiling on the number of accounts you can maintain. To manage this, actions like deletion, making accounts inactive, or merging duplicates are recommended.
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Classes and Locations: Specific to QuickBooks Online Plus, this tier has restrictions on the number of classes and locations. To mitigate surpassing these limits, deleting or merging becomes necessary.
Management Strategies for Limit Handling:
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Adjusting Users: Certain user types like 'reports only' and 'time tracking only' don't contribute to the user limit. Tailoring user access to their roles within the company can optimize usage.
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Handling Exceeding Limits: If you hit your usage cap, options include either upgrading your subscription plan or reducing your usage.
- For reduction, various tactics exist, such as deleting excess account users, making accounts inactive, merging duplicates in the chart of accounts, and managing classes and locations based on the subscription level.
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Accountant Involvement: If your accountant oversees your QuickBooks account, they can facilitate subscription updates.
Subscription Management:
For those unsure about their subscription tier, QuickBooks Online provides personalized information upon signing in, allowing users to discern their limits and potential upgrades.
The versatility of QuickBooks necessitates a comprehensive understanding of these usage limits, empowering users to navigate the system efficiently without breaching their subscription boundaries.
