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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.

List entries help you to better manage your company data. Using them to keep track of things like customers, vendors, services, inventory items, and non-inventory items. Each type of list can have up to four levels of child accounts and an unlimited number of child accounts under a parent account.

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

Here’s the max amount of entries you can have for each list in QuickBooks Desktop for Windows. If you’re missing a list type, it’s because some of these are only available in newer 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 17.0 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

Here’s the max amount of entries you can have for each list in QuickBooks Desktop for Mac. If you’re missing a list type, it’s because some of these are only in newer 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: 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 to mid-sized businesses. 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 compare 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.

For performance issues, you can resolve them by managing your data file.

If you want to keep your old transactions in QuickBooks for prior years, you can condense your company file data.

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