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Katie W
May 28, 2025
Question

Replacing Classes with Projects or Custom Fields

  • May 28, 2025
  • 1 reply
  • 0 views

I currently have Quickbooks Online Plus, with my current subscription I have had unlimited classes however next week, I will need to upgrade to Advance if I wish to continue with unlimited classes.

We breed racehorses, and I need to keep track of the individual horse costs, an invoice/ supplier may relate to 1 horse or 10 or more.  I have used classes up to now to track individual horse costs (this setup was suggested by the accountants when we first started with QB), but next week I either need to reduce my classes to 40 or upgrade to Advanced.  As I don't really feel like I use half the features that I already have & I don't really want to pay more for extra features I won't use, I'm looking for another way to keep track of the individual costs per horse.

It has been suggested to me by the accountants to either use Projects or Custom Fields, but neither of these seems ideal, and I'm struggling to work out how it will actually impact my current use.

Does anyone have any suggestions as to which way would be best, and point me in the direction of where I can learn more about either or these, or any other work arounds, or does anyone feel like I need to stick with classes and upgrade.

I would probably use around 60 classes at present, in any year

 

Looking for any advice around this topic

Thanks in advance

Katie 

1 reply

G
GebelAlainaM
May 28, 2025

We appreciate the detailed information, Katie. Let me share some details regarding your concern about which process is best for tracking individual horse costs in QuickBooks Online (QBO).

 

In QBO Plus subscription, the maximum usage of classes and locations combined is 40 while Advanced has unlimited usage of classes and locations. Here's an article for more details: Learn about usage limits in QuickBooks Online.

 

You can consider the suggestion of your accountant, which is to use custom fields or projects. However, when you use custom fields, you'll need to manually enter the information, unlike classes. 

 

While for the project feature, it's a bit different from classes in terms of tracking. You can use it to organize and track income, expenses, labor costs, and timesheets associated with individual projects.

 

You can check these articles for more details about custom fields and projects in QuickBooks:

 

 

If the classes feature is most suitable or applicable in tracking your horse's costs, I suggest upgrading to QBO Advanced. That way, you'll need to struggle with the process, and it also has unlimited usage of classes.

 

To upgrade your subscription:

 

  1. Sign in to QuickBooks as a primary or company admin.
  2. Go to the Gear icon and select Subscriptions and billing.
  3. Make sure your payment info is up to date.
  4. In Your Subscriptions, select Upgrade your plan below the QuickBooks section.
  5. Review the available plans and then select Choose plan.
  6. Follow the on-screen steps to upgrade your plan.

 

Once everything is set, you can run a report like the Sales by Class Detail or Sales by Class Summary to check sales performance by class. Visit this article for reference: Run reports by class in QuickBooks Online.

 

Keep in touch if you need more clarification with tracking using classes or if there's something else we can do for you. We've got your back.

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