QuickBooks Online

How Many Users Can QuickBooks Online Support Simultaneously?

QuickBooks Online users working on a laptop

QuickBooks Online is a widely used accounting software that provides cloud-based solutions for businesses of all sizes. One of the key advantages of QuickBooks Online is its ability to support multiple users simultaneously, allowing for real-time collaboration and access to financial data from anywhere. However, the number of users supported varies depending on the plan chosen. 

In this article, we’ll explore the user limits for each plan – Simple Start, Essentials, Plus, and Advanced – and help you determine which plan is best suited for your business.

Simple Start: 1 User

QuickBooks Online’s Simple Start plan is an entry-level option designed for freelancers, sole proprietors, and small businesses with basic accounting needs. It offers essential features like tracking income and expenses, creating and sending invoices, and basic reporting. With the Simple Start plan, you can have one user plus two accountants or bookkeepers accessing the account simultaneously. This setup is ideal for small businesses that primarily handle their own finances but may need occasional assistance or oversight from accounting professionals.

Essentials: Up to 3 Users

The Essentials plan is a step up from Simple Start and is suitable for small businesses that require more advanced accounting features. In addition to the features available in the Simple Start plan, Essentials allows you to manage bills, track time, and create customized reports. The Essentials plan supports up to three users plus two accountants or bookkeepers accessing the account simultaneously. This increased user limit enables small teams to collaborate effectively within the software, improving communication and workflow efficiency.

Plus: Up to 5 Users

For businesses with more complex accounting needs, QuickBooks Online offers the Plus plan. This plan includes all the features of the Essentials plan, with additional functionalities like inventory tracking, budgeting, and advanced reporting. The Plus plan allows for up to five users plus two accountants or bookkeepers accessing the account simultaneously. With this expanded user limit, businesses with larger teams or departments can work together seamlessly within the software, ensuring accurate financial management and analysis.

Advanced: Up to 25 Users

QuickBooks Online’s Advanced plan is the most comprehensive option, tailored for growing businesses with advanced accounting requirements and multiple users. In addition to all the features of the Plus plan, Advanced offers premium features like enhanced custom fields, batch invoice creation, and smart reporting powered by Fathom. The Advanced plan supports up to 25 users plus three accountants or bookkeepers accessing the account simultaneously. This substantial user limit makes it suitable for larger businesses with extensive teams needing access to the accounting system, providing scalability and flexibility as the business grows.

Explore our comparison of QuickBooks Online Plus and Advanced.

How to Choose the Right QuickBooks Online Plan

Assess Your Business Needs

Before selecting a QuickBooks Online plan, it’s crucial to assess your business’s specific requirements. Consider factors such as the size of your team, the complexity of your accounting needs, and the features necessary to efficiently manage your finances. For instance, if you’re a freelancer or a sole proprietor, you might only need basic accounting features, while larger businesses with multiple departments may require more advanced functionalities. Understanding your business’s needs will help you choose a plan that aligns with your goals and supports your operations effectively.

Evaluate Features

Each QuickBooks Online plan offers a different set of features, ranging from basic accounting tools to advanced functionalities. Take the time to compare the features included in each plan to determine which ones are essential for your business operations. For example, if you need to track inventory or manage multiple projects, you’ll want to choose a plan that offers these capabilities. Additionally, consider whether you need features like bill management, time tracking, or advanced reporting tools. By evaluating the features offered, you can select a plan that provides the tools you need to streamline your accounting processes.

Consider Growth

As your business grows, your accounting needs may evolve as well. It’s essential to choose a QuickBooks Online plan that can accommodate your business’s growth over time, ensuring scalability and flexibility. Look for a plan that allows you to easily upgrade as your business expands, without losing access to important features or data. Consider factors such as the maximum number of users supported, the ability to add or remove features as needed, and the scalability of the software to meet your future needs. By choosing a plan that supports growth, you can avoid the hassle of switching to a new system down the line.

Budget Considerations

While it’s important to choose a plan that meets your business needs, budget considerations also play a significant role in the decision-making process. Evaluate the cost of each QuickBooks Online plan and choose one that fits within your budget while still meeting your requirements. Consider not only the monthly subscription fee but also any additional costs for extra users or advanced features. 

Keep in mind that while some plans may be more expensive upfront, they may offer cost savings in the long run by providing access to features that streamline your business operations. Balance your budgetary constraints with the value provided by each plan to find the best fit for your business.

Avail Free Trial

Before committing to a QuickBooks Online plan, take advantage of any trial periods offered by the platform. A trial period allows you to test out the software and see if it meets your needs before making a financial commitment. During the trial, explore the features, navigate the interface, and assess how well the software integrates with your existing workflows. This hands-on experience will give you a better understanding of whether QuickBooks Online is the right solution for your business. 

Additionally, take note of any support resources available during the trial, such as tutorials or customer support, to ensure you have the assistance you need to make an informed decision. By utilizing the trial period, you can make a confident choice and ensure that QuickBooks Online is the right fit for your business needs.

For additional information, check out our detailed guide on how to choose the best QuickBooks Online version.


The number of users QuickBooks Online can support simultaneously varies depending on the plan chosen, ranging from one user in Simple Start to 25 users in Advanced. Assess your business requirements carefully to select the plan that best meets your needs and budget.

For a free demo and consultation to help you choose the right QuickBooks Online plan, contact Paygration at 866-949-7267. Their experts can guide you through the process and ensure you get the most out of QuickBooks Online for your business.