The Four QuickBooks Online Plans and What They Cost

QuickBooks Online offers four subscription tiers: straightforward Start, Essentials, Plus, and Advanced. Each plan costs more per month but adds features for invoicing, expense tracking, payroll, and reporting. The exact price depends on your location and whether you pay monthly or annually — annual payment usually costs less per month than paying month-to-month.

straightforward Start is the entry-level plan and covers basic invoicing and expense tracking. Essentials adds bill pay and the ability to track multiple users. Plus includes inventory management and project tracking. Advanced is the highest tier and adds advanced reporting, custom fields, and the ability to manage multiple locations.

You can see the current prices and switch between plans on the QuickBooks Online website. Most plans come with a free trial period so you can test the features before committing to a paid subscription.

Key Takeaways

  • QuickBooks Online has four subscription levels, each adding more features for invoicing, expense tracking, payroll integration, and reporting.
  • straightforward Start is the lowest-cost option and works for solo freelancers or very small businesses that only need invoicing and basic expense tracking.
  • Essentials and Plus add bill pay, multiple users, and inventory management as your business grows and needs more tools.
  • Advanced includes custom reporting, advanced automation, and multi-location support for larger businesses.
  • Prices vary by region and payment method, and most plans include a trial period before you are charged.

straightforward Start: Basic Invoicing and Expense Tracking

straightforward Start is designed for solo business owners or freelancers who need to send invoices and track basic expenses. The plan includes unlimited invoices, expense tracking, mileage logging, and a mobile app. You can track income and expenses in one place and generate a profit-and-loss report.

straightforward Start does not include bill pay, payroll processing, or the ability to add other users to your account. If you need to pay bills through QuickBooks or have employees, you will need to move to a higher tier. The plan also does not include inventory tracking or project profitability reports.

Essentials: Adding Bill Pay and Multiple Users

Essentials builds on straightforward Start by adding bill pay and the ability to invite up to three other users to your account. You can pay vendors directly through QuickBooks, set up recurring bills, and track what you owe. Multiple users mean your bookkeeper, accountant, or business partner can log in and help manage your books.

Essentials still does not include inventory management or payroll processing. If you sell physical products and need to track stock levels, or if you have employees and want to run payroll through QuickBooks, you will need Plus or Advanced.

Plus: Inventory and Project Tracking

Plus adds inventory management, so you can track stock levels, set reorder points, and see which products are selling. The plan also includes project profitability tracking, which lets you assign income and expenses to specific projects and see which ones are most profitable. You can invite up to five users instead of three.

Plus is built for small businesses that sell physical products or manage multiple client projects. You still cannot run payroll through QuickBooks at this level, and you cannot manage multiple business locations. If you have employees or operate from more than one location, Advanced is the next step.

Advanced: Custom Reporting and Multi-Location Support

Advanced is the highest tier and includes everything in Plus plus advanced reporting, custom fields, and the ability to manage up to four business locations. You can create custom reports tailored to your business, add unlimited users, and set up custom fields to track data that matters to your operation.

Advanced does not include payroll processing built into QuickBooks, but it integrates with QuickBooks Payroll as a separate subscription. If you need to run payroll, you purchase that add-on separately. Advanced is designed for established small businesses with complex reporting needs or multiple locations.

Add-Ons and Extra Costs Beyond the Base Plan

QuickBooks Online offers several add-ons that work with any subscription tier. QuickBooks Payroll lets you run payroll, calculate taxes, and file payroll forms — it costs extra per month on top of your subscription. QuickBooks Time tracks employee hours and integrates with payroll. QuickBooks Payments processes credit card and bank transfer payments from customers.

Each add-on has its own monthly cost. You do not have to purchase them all — you can pick only the tools your business needs. For example, a service business might add QuickBooks Time and Payments but skip Payroll if they have no employees.

How to Choose the Right Plan for Your Business

Start by listing what you need to do: send invoices, pay bills, track inventory, manage employees, or run multiple locations. Match that list to the plan features. If you only invoice and track expenses, straightforward Start works. If you pay bills and have a bookkeeper, Essentials is enough. If you sell products or manage projects, Plus is the right fit. If you have multiple locations or need advanced reporting, Advanced is necessary.

You can also start with a lower tier and upgrade later as your business grows. QuickBooks lets you change plans at any time, and you will be charged a prorated amount based on the days remaining in your billing cycle. Starting small and upgrading only when you need new features keeps your costs down while you are building.

Frequently Asked Questions

Can I switch plans or cancel my subscription anytime?

Yes. You can upgrade or downgrade your plan at any time through your QuickBooks account settings. If you cancel, you lose access to QuickBooks at the end of your current billing period. Some plans may have a prorated refund if you downgrade mid-cycle, depending on your payment method and location.

Do I need to pay for payroll separately?

Yes. Payroll is not included in any QuickBooks Online subscription plan. You purchase QuickBooks Payroll as a separate add-on subscription if you have employees. The cost depends on how many employees you have and how often you run payroll.

What is included in the free trial?

The free trial gives you access to the full features of the plan you choose for a limited time — usually 30 days. You do not need a credit card to start the trial. When the trial ends, you are charged for the plan unless you cancel before the trial period closes.

Can multiple people use the same QuickBooks account?

Yes, but the number of additional users depends on your plan. straightforward Start allows only one user. Essentials allows up to three additional users. Plus allows up to five. Advanced allows unlimited users. Each user logs in with their own credentials and can be given different permission levels.

Does QuickBooks Online work on mobile devices?

Yes. All QuickBooks Online plans include a mobile app for iPhone and Android. You can invoice, track expenses, and check reports from your phone. Some features are limited on mobile compared to the desktop version, but the core functions work on all devices.