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QuickBooks Online Advanced & How It Can Impact Your Nonprofit

If you are a current user of QuickBooks Online (QBO), you may have received an offer of a trial version of QBO Advanced or you may have received a notice that you are over the usage limits of your current version of QBO. What does this mean? Users of the Essentials and Plus version of QBO are now limited to 250 general ledger accounts and 40 classes/locations combined. This means that you cannot add new accounts or classes/locations if you are over these limits.

The Advanced version of QBO offers some extra features in addition to the unlimited accounts and classes:

  1. Additional ability to customize user access
  2. 25 Users
  3. Invoice importing
  4. Enhanced custom fields
  5. Premium support
  6. QuickBooks training
  7. Fathom reporting

However, these features come with an additional cost. The regular price for QBO Plus is currently $70 per month and QBO Advanced is $150 per month.

What can you do if you would like to stay in the Plus version? If you do not need to add more general ledger accounts or classes, you can do nothing. If you need to be able to add more general ledger accounts or classes, you can make some inactive until you have less than 250 accounts or less than 40 classes/locations. When you make accounts inactive, the used inactive accounts will still show on reports with the word deleted after them so you will still have the information available to you when needed.

What is the best way to evaluate your account, class and location lists? We recommend that you first go through and determine which items on each list you have not used in a few years and make those inactive as a start. Then look at your remaining lists and see if you can combine any list items. The process is less intimidating if you first make inactive the obvious items and then work to pare down your lists.

Please contact Nancy Orben at norben@blueandco.com or 513-834-6906 or contact your local Blue & Co. advisor if you have questions about QBO.

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