QuickBooks Usage Limits are coming into effect on 3rd June 2025 for Plus and Advanced Packages.
If you use QuickBooks accounting software, you may be aware of usage limits – essentially the maximum number of things, like accounts or users, you can have at one time. Depending on your subscription, you will have a specific usage limit affecting how many billable users, chart of accounts, classes, locations and custom fields you can add to QuickBooks.
Read on for some important information on how these QuickBooks usage limits are changing and the action you need to take.
| Plus | Advanced | |
| Users | 5 (plus 2 accountant firms and unlimited time tracking and report only users) | 25 (plus 3 accountant firms and unlimited time tracking and report only users) |
| Chart of accounts | 250 | Unlimited |
| Classes & locations | 40 combined | Unlimited |
| Custom fields | 4 per transaction | 12 per transaction |
To check your usage limits:
- Sign in to QuickBooks as an admin
- Go to settings
- Accounts & settings
- Usage tab
If you find you will be affected by the new usage limits, you will need to either upgrade your package or reduce your usage.
You can reduce your usage by:
- Reducing the users by potentially changing the primary admin of the file
- Reduce your chart of accounts by making any obsolete accounts inactive
- Reduce your classes & locations by inactivating any that are no longer used
If you are exceeding the usage limits on 3 June 2025, your account will be suspended, and you will have to contact QuickBooks directly to either reduce your usage or upgrade your software. If you do not contact them, your file will become read-only for 12 months.
If you are currently receiving a discounted package from QuickBooks and your account goes into suspension, you will lose any discount when it is reactivated.
If you would like any assistance with reducing your usage limits, please do get in touch with your usual M+A Partners contact or reach out to me using the details below.
