How Much Is Too Much? – Maximum number of entries for different parts of QuickBooks


Maximum number of list entries (list limits and custom fields)

Each list in your company data file can contain up to a maximum number of list entries.

 

List name Max number of entries

(Pro, Premier)

Max number of entries
(Enterprise Solutions)
Chart of accounts

10,000

100,000 (10,000 in version 12.0 and earlier)

Total names: Employees, Customers,
Vendors, and Other Names combined1

14,500
(Individual limits of each list is 10,500)

>100,0003
(29,000 in version
6.0 and earlier)

Items, including inventory items

(Group items can contain only 20 individual items.)

14,500

>100,0002
(29,000 in version
6.0 and earlier)

Items in an inventory assembly or sub-assembly

100

500

Job types

10,000

10,000

Vendor types

10,000

100,000 (10,000 in version 12.0 and earlier)

Customer types

10,000

100,000 (10,000 in version 12.0 and earlier)

Payroll items

10,000

10,000

Price Levels

100

750 (100 in 11.0 and earlier)

Classes

10,000

100,000 (10,000 in version 12.0 and earlier)

Terms for receivables and payables

10,000

29,000

Payment methods

10,000

10,000

Shipping methods

10,000

10,000

Customer messages

10,000

100,000 (10,000 in version 12.0 and earlier)

Memorized reports

14,500

29,000

Memorized transactions

14,500

50,000 (29,000 in version 12.0 and earlier)

To Do notes

10,000

100,000 (10,000 in version 12.0 and earlier)

Sales Reps

10,000

10,000

Sales Tax Codes

10,000

10,000

Group Items & Sales Tax Group Items 50 50
Advanced Inventory Sites N/A 1,000,000,(200 in version 12.0 and earlier)
Advancing Pricing Price Rules N/A 100,000 (14.0 R3 and later)
Contacts No limit No limit
Custom Fields Total 20 45
Item custom fields 5 15
Customers/Vendors/Employees custom fields 154 304

 

1Simple Start is not available in QuickBooks 2012 and later.

2QuickBooks Enterprise Solutions 11.0 and later versions allow you to add up to one million names (e.g. customers, vendors, employees) and up to one million items (e.g. inventory, non-inventory, and service items). Some performance degradation is likely as your lists approach these size thresholds

3Current QuickBooks users can check the size and or lists of their QuickBooks company file by pressing the F2 key and looking at File Size in the File Information section of the window or List Information section.

4Customers/Vendors/Employees – 15 and 30 totals are a combination of custom fields for customers, vendors and employees.

In Pro/Premier, although there is a total of 15 custom fields, you cannot have more than 7 per category. For example, you could only have 7 custom fields for customers, 7 for vendors and 1 for employee.

In Enterprise Solutions, although there is a total of 30 customer fields, you cannot have more than 12 per category. For example, you could only have 12 custom fields for customers, 12 for vendors and 6 for employee.

Note: Some of the items in the chart above are not available in earlier versions of QuickBooks.

To see the total number of customers, items, and names in your company data file:

  1. Open QuickBooks
  2. Press the F2 key on your keyboard to open the Product Information window.
  3. Look for the List Information section of the window.

Practical limitations

The rate of growth of QuickBooks company data files varies significantly from company to company. There is no “average” or “typical” data file size, since businesses track different information. How quickly a file grows depends on the number of transactions, the amount of information entered per transaction, and the number of “links” per transaction.

For example, someone who enters 500 1-line invoices per month might find that their data file is smaller than another person who enters 100 5-line invoices per month, while someone who usually receives five separate payments per invoice would have a larger file than someone who typically receives only one payment per invoice.

To estimate if QuickBooks is right for your small business, take the average number of monthly transactions (remember, an invoice, payment, and deposit would be three separate transactions, and a bill and bill payment would count as two), and multiply by 2 KB to determine approximately how much the data file will grow each month.

For example, if your company enters an average of 300 transactions per month, the data file would grow approximately 600 KB per month (300 x 2 KB = 600 KB), or 7200 KB per year (600 KB x 12 = 7200 KB). If the annual data file size is less than 15,000 KB, then QuickBooks should be more than sufficient for the company.

Note: The 2 KB multiplier does not include list information (which will also grow as new names are added to the file), and is only an approximation that may not be a suitable estimate for all QuickBooks company data files.

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