Know about maximum number of entries that can be made in QuickBooks.

List entries in QuickBooks Desktop allow you to manage your company data but there are some limits in creating the lists entries as well that you should know. This article will provide you the information about maximum number of list entries. To know more about creating lists in QuickBooks, you can also connect with the QuickBooks Enterprise Support Number +1800-366-1468 toll-free.

List Limits For QuickBooks Desktop For Windows

Go through the following table in order to get the maximum number of entries for a particular list.

The table provided here is as per the latest version of QuickBooks and some of the lists was not there in the earlier versions of QuickBooks.

List name Max number of entries (Pro, Premier) Max number of entries (Enterprise)
Chart of Accounts 10,000 100,000
Total names: Employees, Customers, Vendors, and Other Names combined 14 500 (individual limits of each list is 10 500 >100,000
Items, including inventory items (group items can contain only 20 individual items) 14,500 >100,000
Items in an inventory assembly or sub-assembly 100 500
Job types 10,000 10,000
Vendor types 10,000 100,000
Customer types 10,000 100,000
Payroll items 10,000 10,000
Price Levels 100 750
Classes 10,000 100,000
Terms for receivables and payables 10,000 10,000
Payment methods 10,000 10,000
Shipping methods 10,000 10,000
Customer messages 10,000 100,000
Ship To addresses 10,000 10,000
Memorized reports 10,000 29,000
Memorized transactions 10,000 50,000
To Do notes 10,000 100,000
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
Advanced Pricing Price Rules N/A 100,000
Contacts No limit No limit
Custom Fields 20 45
Item custom field 5 15
Customers/Vendors/Employees custom fields 15 30

QuickBooks Enterprise Solution 14.0 and later versions has the option to add up-to one million names and up to one million items. Your QuickBooks software may get into several performance issues if you reach out to the maximum limits of list entries.

You can check the list size by pressing the F2 key or CTRL + 1 and go to the List Information section or File Size from the File Information section.

The table mentions the combination of totals that are allowed for custom fields for customers, vendors and employees.

  • Pro/Premier: In this version, you get total 15 custom fields but you can only use 7 per category. (For example, 7 custom fields for customers, 7 for vendors and 1 for employees.)
  • Enterprise Solutions: In this version, you get total 30 custom fields but you can only use 12 per category (for example, 12 custom fields for customers, 12 for vendors and 6 for employee.)

List Limit For QuickBooks Desktop For Mac

Go through the following table in order to get the maximum number of entries for a particular list.

The table provided here is as per the latest version of QuickBooks and some of the lists was not there in the earlier versions of QuickBooks.

List name Max number of entries
Chart of Accounts 10,000
Items, including inventory items(Group items can only contain 20 individual items) 14,500
Job Types 10,000
Vendor Types 10,000
Customer Types 10,000
Purchase Orders 10,000
Classes 10,000
A/R Terms and A/P Terms added together 10,000
Payment methods 10,000
Shipping methods 10,000
Customer messages 10,000
Memorized reports 14,500
Memorized transactions 14,500
To Do List 10,000
Names added together (Employees, Customers, Vendors, and Other Names) 14,500

Names added together: All the lists mentioned above contain up-to 10,000 names but they can’t be more than 14,500 combined.

Practical Limitations

QuickBooks Desktop is specially designed for small sized businesses that don’t have more than 20 employees and their annual revenue is not more than two million dollars. Keeping at least two years of detailed transactions in a single company file is the ideal use of QuickBooks Desktop. This will help you to tun comparative reports and have prior-year project information.

The growth rate of your company file size depends on various things from company to company. QuickBooks company files do not have any average or typical file size because businesses track different information.

Growth of QuickBooks file size depends on the number of transactions, the amount of information included per transaction, and the number of links added per transaction.

For example, if you are entering 500 1-line invoices per month, your company file will be lighter than that of someone who enters 100 5-line invoices per month. If you receive five separate payment per invoice then you may have a heavier file than someone who usually receives a single payment per invoice.

To check whether the QuickBooks is appropriate for your business or not, you need to take the average number of monthly transactions (remember, an invoice, payment, and deposit are three separate transactions, and a bill and bill payment count as two) and multiply by 2 KB to get an idea about how much your company file may grow every month.

For example, if you enter around 300 transactions in your company file every month then the data file may 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 growth of your file size is less than 15,000 KB then QuickBooks should be the ideal accounting software for your business.

The above mentioned way to identify the growth of your file size doesn’t include the list information which also grows even when you add new names to the file. The method provides you an estimate and it may not be suitable for every QuickBooks company file.

If you are facing any performance issues in QuickBooks due to heavy file sizes or you do not want to keep old transactions in your company file, you can condense a company file. To know more about the file size issues, you can see QuickBooks File Too Large

Before condensing your company file, you are recommended to read about the condensing data in QuickBooks User’s Guide chapter Maintaining your data or visit the QuickBooks Community.

Technical Support For QuickBooks

Hopefully, you have a clear idea about the maximum lists you can add in QuickBooks. This article has also provided various limitations in QuickBooks company files that you may face after reaching the maximum limit. You can also face various errors and issues as well in creating or managing lists in QuickBooks. If you are having any issue, just dial our toll-free QuickBooks Support Phone Number +1800-366-1468 and get your issues resolved instantly.

Maximum Number Of List Entries (List Limits And Custom Fields) In QuickBooks Desktop
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