QuickBooks Online Just Got Smarter: Custom Fields Are Now Available in Essentials and Plus
If you’ve been holding off on upgrading to QuickBooks Online Advanced just to unlock custom fields, there’s good news—those features have now been extended to Essentials and Plus users, starting July 1, 2025.
What Changed?
QuickBooks Online now allows users on all plans (except Ledger) to create up to 30 customer custom fields. These fields support several data types:
- Text and number
- Number
- Date
- Dropdown lists (up to 100 options per field)
You can add these fields directly from the Customer Profile or Custom Fields List page. QBO also introduced a new color picker, so you can visually tag customers for faster identification.
Why It Matters for Businesses and Accounting Teams
Previously, only Advanced users had access to this kind of customization. Now, Essentials and Plus users can track critical client attributes such as:
- Lead source
- Assigned sales rep
- Industry or segment
- Contract start/end dates
- Any custom notes relevant to advisory services
This level of customization turns QBO into more than just accounting software—it becomes a lightweight CRM. It’s a real boost for businesses looking to build smarter customer records, run better reports, and make informed decisions without relying on external tools or spreadsheets.
What About Transactional Fields?
Earlier this year, Intuit also expanded transactional custom fields, which are now available in sales and expense forms across most SKUs. Essentials and Plus now support up to 4 custom fields per transaction, helping businesses better tag and track the context of each entry.
Tags Are Gone—This Is the Replacement
Since Tags were sunset for new users, these expanded fields effectively replace and enhance that functionality. You now have more flexibility to categorize and filter transactions in ways that are meaningful to your business.
From One 8 Solutions:
As Jonathan Bello puts it, “This is a big improvement for Essentials and Plus subscriptions. Now is the time to look at information related to sales reps and lead sources. There are new ways to link transactions that are highly customizable.”
Final Thoughts
If you’re a QBO Essentials or Plus user, this is the time to audit your customer records and rethink how you’re segmenting and tracking key data. These new tools are already in your toolbox—you just need to start using them.
Need help configuring custom fields to fit your business? That’s where we come in. Schedule a complimentary Zoom consultation and we’ll explore how we can help you grow.
