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

Learn about the maximum number of list entries you can make in QuickBooks Desktop.

To help you manage your company data, the following sections provide the maximum number of list entries (list limits and custom fields) you can have in QuickBooks Desktop.

Note If you currently use QuickBooks Desktop Pro or Premier, and need additional entries, consider upgrading to QuickBooks Desktop Enterprise. To find out if Enterprise is right for you, and to see any active promotions, contact our sales team at 888-566-4671.

List limits for QuickBooks Desktop for Windows

Review the following table to find the maximum number of entries for specific lists.

Some of the lists were not available in earlier versions of QuickBooks Desktop for Windows.

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 Desktop Enterprise 14.0 and later versions allow you to add up to one million names (customers, vendors, employees) and up to one million items (for example, inventory, non-inventory, and service items). Some performance degradation is likely as your lists approach these size thresholds.

To check list size in QuickBooks Desktop, press the F2 key or Ctrl+1 and review the List Information section or the File Size in the File Information section of the window.

For custom fields, the table provides totals that are a combination of the allowable custom fields for customers, vendors, and employees:

  • Pro/Premier: There is a total of 15 custom fields, but you cannot have more than 7 per category (for example, 7 custom fields for customers, 7 for vendors and 1 for employee)
  • Enterprise Solutions: There is a total of 30 custom fields, but you cannot have more than 12 per category (for example, 12 custom fields for customers, 12 for vendors and 6 for employee)

List limit for QuickBooks Desktop for Mac

Review the following table to find the maximum number of entries for specific lists.

Some of the items in the list were not available in earlier versions of QuickBooks Desktop for Mac.

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: Any one of these lists can contain up to 10,000 names but they cannot exceed 14,500 combined.

Practical limitations

QuickBooks Desktop is designed for small businesses with 20 or fewer employees and annual revenue of less than two million dollars. The ideal use of QuickBooks Desktop is to keep at least two years of detailed transactions in a company data file so that you can run comparative reports and have prior-year project information.

The rate of growth of QuickBooks Desktop 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, if you enter 500 1-line invoices each month, your company file might be smaller than that of someone who enters 100 5-line invoices each month. 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 are three separate transactions, and a bill and bill payment count as two), and multiply by 2 KB to determine approximately how much your company file will grow each month.

For example, if your company enters an average of 300 transactions each 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 Desktop should be more than sufficient for the company.

The 2 KB multiplier does not include list information (which also grows 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.

If performance becomes an issue, or if you decide you do not want to keep detailed transactions for prior years, you can condense a QuickBooks company file. For information about condensing a company file, see Use the condense data utility.

Before you condense your company file, it's a good idea to read about Condensing data in the QuickBooks User's Guide chapter Maintaining your data, or review the QuickBooks Help topics under the keyword condense. Both are available from the QuickBooks Desktop Help menu.