QuickBooks Tags Face Sunset: What Online and Desktop Users Need to Do
QuickBooks tags are being phased out for new users starting May 2025, with existing users retaining access until 2028. Learn the migration paths and platform differences.
QuickBooks users who rely on tags to track campaigns, sales reps, or special events are facing a significant change. Intuit is sunsetting the tags feature in QuickBooks Online, with new users losing access starting May 19, 2025, and existing users retaining functionality until May 19, 2028. Meanwhile, QuickBooks Desktop never offered tags at all, leaving migrants to find alternative tracking methods. We break down what is changing, how the two platforms differ, and what you can do to prepare.
What tags actually do in QuickBooks
Tags are customizable labels you attach to sales forms and expense entries. They let you track specific aspects of your business without affecting your general ledger. Unlike classes or locations, tags do not change your Profit and Loss statement or Balance Sheet unless you run a Profit and Loss by Tags report.
In QuickBooks Online, you can add up to 60 existing tags as values in a single custom field dropdown. This makes them useful for categorizing transactions you need to review later. Think of a tag as a flexible marker: you decide what it means, and it follows the transaction without altering your chart of accounts.
The sunset dates you need to know
The timeline depends on whether you have used tags before. Customers who never used tags will no longer see the option starting May 19, 2025. If you have existing tags in your file, you can continue using them until May 19, 2028. After that date, the feature will no longer be available.
Some tag-related functionality began phasing out earlier. As of May 16, 2025, you can no longer create tags for certain reminder-based workflows. The exact scope of that earlier cutoff is not fully detailed in the available documentation, so check your account settings to confirm what you can still access.
QuickBooks Online versus QuickBooks Desktop
The two platforms handle tracking very differently. QuickBooks Online includes a tags feature across all versions: Simple Start, Essentials, Plus, and Advanced. It is designed for real-time tracking of items like advertising campaigns, sales representatives, or one-time events.
QuickBooks Desktop does not offer tags at all. Instead, Desktop users track similar data using Classes, Project Cost, or Custom Fields. If you migrate from Desktop to Online, your project information often converts into either projects or tags, depending on your reporting needs. This conversion is not always straightforward, and you may need to adjust your workflow after migration.
How to migrate from tags to other tracking methods
If you are losing access to tags or moving from Desktop to Online, you have several options. The right choice depends on what you were tracking and how you report on it.
For sales rep tracking, consider using Classes. Classes appear on your Profit and Loss by Class report and give you a structured way to segment income and expenses. To set this up, go to Settings, then Account and Settings, then the Advanced tab. Find the Categories section and turn on Track classes. You can then assign a class to each transaction line.
For project-based tracking, use the Projects feature. Projects let you group income and expenses under a single project name and run a Project Profitability report. This works well if you previously used tags to track work for specific clients or jobs.
For simple labels that do not affect financial reports, Custom Fields remain available. You can create dropdown lists or text fields on sales forms and expense forms. To add a custom field, go to Settings, then Custom fields, then Add field. Choose whether it appears on sales forms, purchase forms, or both.
What happens to your existing tag data
If you are an existing user with tags in your file, your historical data does not disappear immediately. You can still view and report on tagged transactions until the 2028 cutoff. However, you should begin planning your transition now. Running a report of all your current tags gives you a clear picture of what you need to recreate using Classes, Projects, or Custom Fields.
Export your tag data before the cutoff date. Go to Reports, search for Transaction List by Customer, and customize the report to include your tag columns. Save this as a reference. Once tags are fully retired, you will need another way to filter and group those historical transactions.
Reporting limitations to expect
Tags offer one reporting option that other methods do not: the Profit and Loss by Tags report. If you switch to Classes, you gain the Profit and Loss by Class report instead. If you switch to Projects, you gain the Project Profitability report. Neither replacement works exactly the same way, so review your reporting needs before committing to a new method.
Custom Fields do not have a dedicated report. You can filter reports by custom field values, but you cannot generate a summary report the way you can with tags or classes. This makes Custom Fields better for data entry than for high-level analysis.
Steps to take this month
First, check whether your account still shows the tags option. If it does not, you are already on the post-sunset track and need to set up an alternative immediately. If it does, you have time, but do not wait until 2028 to plan.
Second, list every tag you currently use and note what it tracks. Group them by purpose: sales reps, campaigns, events, or internal review categories. This list becomes your migration roadmap.
Third, test your chosen replacement in a sample transaction. Assign a class, project, or custom field and run the corresponding report. Confirm the output matches what you need before rolling it out across your file.
The tags sunset is a significant shift for users who built workflows around flexible labeling. With the right preparation, you can transition to Classes, Projects, or Custom Fields without losing the visibility you need.