What QuickBooks Online costs and what you get at each price tier
QuickBooks Online is accounting software sold by subscription, with four main plans: Simple Start, Essentials, Plus, and Advanced. Each tier adds features and user seats, and the price increases with them. Simple Start is the cheapest and covers basic invoicing and expense tracking. Advanced is the most expensive and includes advanced reporting, custom roles, and up to 25 user seats. You pay monthly or annually, and the annual option costs less per month.
The exact price depends on whether you pay month-to-month or commit to a year upfront. Month-to-month costs more per month but locks you in for nothing. Annual billing gives you a discount but requires you to pay for twelve months at once. Intuit, the company that makes QuickBooks, changes prices periodically, so the dollar amounts you see today may not be what you pay if you sign up later.
All plans include mobile apps, cloud storage of your data, and automatic backups. All let you send invoices, track expenses, and run basic reports. The differences are in how many people can use the account at the same time, what reports you can run, and whether you can customize the software to match your business workflow.
Key Takeaways
- QuickBooks Online has four subscription tiers, each with different features and user limits, starting with Simple Start for solo bookkeeping and ending with Advanced for larger teams.
- You can pay month-to-month or annually; annual billing costs less per month but requires you to commit to twelve months upfront.
- All plans include invoicing, expense tracking, mobile access, and cloud storage, so the choice depends on whether you need multiple users, advanced reports, or custom workflows.
- You can change plans at any time, and if you switch to a cheaper plan mid-year, Intuit refunds the difference on a prorated basis.
- QuickBooks Online does not include payroll, tax filing, or professional bookkeeping; those are separate paid add-ons or services.
Simple Start: Solo bookkeeping and basic invoicing
Simple Start is the entry-level plan and is built for a single person managing their own books. It lets one user log in at a time, so you cannot have an accountant or bookkeeper working in the account while you are also logged in. You can create and send invoices, record expenses, track mileage, and run a profit-and-loss report. You cannot create custom reports, set user permissions, or invite multiple people to work on the books simultaneously.
This plan works if you are a freelancer, contractor, or small business owner who does their own bookkeeping and does not need anyone else to access the account. If you hire a bookkeeper or accountant later, you will need to upgrade to Essentials or higher to let them log in while you are also using the software.
Essentials: Multiple users and basic reporting
Essentials adds the ability to have up to three users in the account at the same time. This is the first plan that lets you invite an accountant, bookkeeper, or team member to work alongside you. You get all the features of Simple Start plus the ability to create custom reports, track inventory, and set different permission levels for each user.
You can assign roles like "accountant," "bookkeeper," or "employee" and control what each person can see and do. For example, you might let your bookkeeper record expenses and reconcile the bank account but prevent them from deleting transactions or changing settings. This plan is common for small businesses that need one or two other people to help with the books but do not need advanced features.
Plus: Inventory management and project tracking
Plus supports up to five simultaneous users and adds features for businesses that need to track inventory or bill by project. You can create purchase orders, track stock levels, and get alerts when inventory runs low. You can also assign expenses and time to specific projects or customers, which is useful if you bill clients for time or materials.
Plus also includes the ability to create custom fields, automate workflows, and use more advanced reporting. If you run a service business that bills by the hour or project, or if you sell physical products and need to track stock, Plus is usually where you start to see real value over Essentials.
Advanced: Custom roles, bulk actions, and up to 25 users
Advanced is the top-tier plan and supports up to 25 simultaneous users. It includes everything in Plus plus the ability to create fully custom user roles, run advanced reports with custom formulas, and perform bulk actions like editing multiple transactions at once. You also get priority phone support and access to advanced features like revenue recognition and custom automation rules.
Advanced is built for larger teams, accounting firms managing multiple clients, or businesses with complex workflows. If you have a dedicated accounting department or need to give many people different levels of access to the same account, this is the plan to consider. The cost is significantly higher than the other tiers, so it makes sense only if you genuinely need the features and the user seats.
Add-ons and what they cost extra
QuickBooks Online's base subscription covers invoicing, expense tracking, and reporting, but it does not include payroll, tax filing, or professional bookkeeping services. If you need to run payroll, you add QuickBooks Payroll as a separate subscription. If you want Intuit to prepare your tax return or handle bookkeeping for you, those are separate services with their own costs.
You can also add payment processing so that customers can pay invoices directly through QuickBooks. This typically costs a percentage of each transaction, similar to a credit card processing fee. Some add-ons are included with higher-tier plans but cost extra on lower tiers, so check the details before you sign up.
How to switch plans or cancel
You can change your subscription plan at any time through your account settings. If you upgrade mid-month, you pay the difference for the remainder of that month, and the new rate applies going forward. If you downgrade, Intuit refunds the prorated difference if you are on annual billing. If you are on month-to-month billing, the downgrade takes effect the next billing cycle.
To cancel, you log into your account, go to your subscription settings, and select the option to cancel. Intuit does not charge a cancellation fee, but you do not get a refund for the remainder of your billing period if you cancel mid-month or mid-year. Your data remains accessible for a limited time after cancellation, but you should export or download it before you cancel if you need to keep it.
Frequently Asked Questions
Can I try QuickBooks Online before I pay?
Intuit offers a free trial that lasts thirty days and includes access to all features of the plan you choose. You do not need a credit card to start the trial, but you do need to provide one before the trial ends if you want to keep using the software. The trial gives you a real sense of whether the software fits your workflow.
What happens to my data if I cancel my subscription?
Your data stays in QuickBooks for a limited time after cancellation, usually around ninety days. You can log back in and export your data during that window. After that period, Intuit deletes the data permanently. If you think you might cancel, export your records before you do so you have a backup.
Do I need an accountant to use QuickBooks Online?
No. QuickBooks is designed for business owners to use themselves. Many people run their books without an accountant. If you do work with an accountant or bookkeeper, you can invite them to your account so they can help, but you do not need professional help to use the software.
Can I use QuickBooks Online on my phone?
Yes. All plans include mobile apps for iPhone and Android. The mobile app lets you create invoices, record expenses, and check your balance, though some advanced features are only available on the desktop or web version. The mobile app is included with your subscription at no extra cost.
What is the difference between QuickBooks Online and QuickBooks Desktop?
QuickBooks Online is cloud-based and accessed through a web browser or mobile app. QuickBooks Desktop is software you install on your computer. Online is subscription-based and includes automatic updates; Desktop requires a one-time purchase and manual updates. Most new users choose Online because it is easier to share with others and access from anywhere.