Customer Statements (4500 Customer Limit) Workaround

Your efforts in attaching a screenshot is appreciated, bena. Issues with creating customer statements can be challenging, especially when timely communication is vital for cash flow and your business's financial health. Together, let's explore an alternative so you can create customer statements effectively. 

Since you're only creating statements for approximately 50 customers but encountered this alert message, I'd recommend choosing the Multiple Customers selection instead of the All Customers option. This approach lets you select specific customers, potentially avoiding data issues affecting this process.

However, if you continue to receive the same alert message, I'd suggest performing some diagnostic procedures to resolve this unexpected behavior. These steps can help us identify the root cause of the issue and implement an effective solution. 

Here's how:  

1. Click the Window tab, then select Close All.
2. Go to the File menu, and then hit Utilities.
3. Choose Verify Data. If you see: 
   • QuickBooks detected no problems with your data: The data is clean. An error message: We can search for it on our QuickBooks Desktop support site on how to fix it. 
   • Your data has lost integrity: Data dais detected. Rebuild your data to fix it.  

Then, we can Rebuild your company file data to ensure we can completely remove any problems. If the issue persists, we can use the QuickBooks Desktop Tool Hub to fix common QuickBooks Desktop issues.  

Additionally, you have the option to create statements for each customer individually for now. This approach tailors information for each customer's needs, ensuring they receive accurate and relevant transaction details. 


I’ll provide several resources to help you learn more about adding line items directly to a customer’s account register and creating automated payment reminders for invoices and statements:

• Enter statement charges in QuickBooks
• Create automated payment reminders for invoices and statements

I want you to know that I’m here to provide any additional assistance you may need as you work on generating customer transaction summaries. Should you have any questions or encounter any challenges along the way, drop a comment below.

I knew you were going to suggest that but it doesn't work, it doesn't show what customers have an open balance or are past due. 

This is not a solution or a workaround.

This is not a solution, it doesn't show what customers have an open or past due balance.

We are dedicated to providing the service and support to meet your needs, Benaaco. I'll do my best to help you resolve this customer statement issue in QuickBooks Desktop.

The error message indicated that the issue arose from selecting too many customers at once or opting for the All customers option.

To address this issue, we advise reducing the number of customers to under 4500 at a time and picking each one manually. This limit helps maintain good system performance and prevents mistakes from overloading the system.

On the other hand, I encourage you to submit your feedback to your product developer and share your experience within the platform.

Here's how:

1. Choose the Help option.
2. Pick the Send Feedback Online option.
3. Select the Product Suggestion option.
4. Enter your feedback suggestion.
5. Click the Send Feedback button.

For more details, I'm adding this page that contains the topic of creating a billing statement: Create and send customer statements in QuickBooks Desktop

You'll want to start utilizing the progressive invoicing in QuickBooks Desktop, here is an overview of it: Set up and send progress invoices in QuickBooks Desktop

We continue to stand by you as you work towards your customer statement goals in QBDT. We are united in our commitment to helping each other thrive and excel in our efforts.

@ChristineJoieR  Alternatively, QB could just raise the 4,500 limit and provide actual value for the amount of money Enterprise costs.

Agreed, their reasoning for setting it at 4500 is to prevent users from crashing QB by selecting too many customers. 

The thing is, I'm not trying to get 4500 statements, that's why I select "Do not create statements for customers with a zero balance"

I have done that at least 10 times so far this year and have yet to have one issue get resolved.

That is what QB support tells you to do when there is no solution and they are telling you to get lost.

Same issue! Have been a customer for over 25 years. Had to upgrade due to some things not working. Now they are telling me have to go through 4500 customers and manually select who I want to do a statement for. That is not even possible!!

We just installed QB24 yesterday. I have the same problem. I ended up printing my A/R report and went down my whole list of over 12,000 customers to find the 400 customers that needed statements printed. What is so frustrating is if they would give the option to select a group like A-F then G-J etc then a user could search under the 4,500 customer

requirement in a few batches. The workaround 

I'm going to do is create a different customer type for all my charge accounts to separate them from my cash customers but since we integrate with a POS it will be a time consuming project. Very frustrated that over the last year OB has not come up with a better solution.

We just installed QB24 yesterday. I have the same problem. I ended up printing my A/R report and went down my whole list of over 12,000 customers to find the 400 customers that needed statements printed. What is so frustrating is if they would give the option to select a group like A-F then G-J etc then a user could search under the 4,500 customer

requirement in a few batches.The workaround

I'm going to do is create a different customer type for all my charge accounts to separate them from my cash customers but since we integrate with a POS it will be a time consuming project. Very frustrated that over the last year OB has not come up with a better solution.

I am having the same problem....this is so frustrating and very time consuming and a big chance of not printing all that needs to be printed each month.  Have you come across a solution?

I'm committed to providing the service and support to meet our customer needs. I suggest following my colleague's recommendation to send feedback regarding this customer statement issue in QuickBooks Desktop (QBDT).

The issue arose from selecting too many customers at once or choosing the All customers option. To address this issue, we advise reducing the number of customers to under 4500. I recommend sending the statements in batches in QBDT. This limit helps maintain good system performance and prevents issues from overloading the system.

Here's how to submit your feedback to our product developer and share your experience within the platform.

1. Choose the Help option.
2. Pick the Send Feedback Online option.
3. Select the Product Suggestion option.
4. Enter your feedback suggestion.
5. Click the Send Feedback button.

I'm adding this page that covers the topic of creating a billing statement for more details: Create and send customer statements in QuickBooks Desktop.

If you want to start utilizing progressive invoicing in QuickBooks Desktop. Here is an overview of it: Set up and send progress invoices in QuickBooks Desktop.

We are committed to supporting you as you work towards your customer statement goals in QBDT, and we are dedicated to helping each other thrive and excel.

Best I've found is to run statements for "Customers of Type" but that doesn't get everyone.

The only solution I've found is to manually go through and make statements one at a time. 

We will have to check each one as well. Working on our database to create a different type for our charge accounts but even by printing those by Customer Type we will have to go one by one to make sure we aren't missing other customers that might have been added under a different account type. For a company as large as QuickBooks I'm very disappointed that there just isn't a filter option beyond looking at every single customer. 

I am having the same issue. I need to send less than 50 statements and cannot without running a report (and the reports are not working correctly either) then manually selecting the customers. This takes too much time and for what we pay for the Platinum edition of Enterprise; that is ridiculous. And the tier one agents can't even help with find the report that will supply the information need for this silly report.

It seems like they have abandoned QB Enterprise because the 2025 version isn't out yet.

Their support has always been terrible, the people are not helpful and aggravatingly slow. 

EXACTLY!

SAME HERE.

There's other bookkeeping software on the market and I'm looking into Xero right now.

For the price we pay, someone from Intuit/Quickbooks should come in person to help with issues. Seems to me in a time of advanced technology, they are going backwards and the tier one agents have to place you on hold to research what you have already researched before you chat in or call. I just don't feel that they are offering the support that we should be getting for the price we pay. I'm actually looking at Xero to replace QB.

I acknowledge the feeling of being unable to send the customer statement, @robins1962. We can do troubleshooting, such as verifying and rebuilding, to resolve this unexpected behavior. Let me share the steps on achieving this.

These steps will help us identify the root cause of the issue and provide an effective resolution. Here's how:

1. Click the Window tab, then select Close All.
2. Go to the File menu, and then hit Utilities.
3. Choose Verify Data. If you see: 
   • QuickBooks detected no problems with your data: The data is clean. An error message: We can search for it on our QuickBooks Desktop support site to know how to fix it. 
   • Your data has lost integrity: Data dais detected. Rebuild your data to fix it.  

We'll now rebuild your company data to ensure that it will completely remove the problem. If the issue persists, I suggest contacting our support again to check for a possible solution, as they can pull up your information in a secure environment.

Additionally, I'm providing several resources to help you learn about adding line items directly to a customer's account register and creating automated payment reminders for invoices and statements:

• Create automated payment reminders for invoices and statements
• Enter statement charges in QuickBooks

I'm here to assist you with anything you need while generating customer transaction summaries. If you have any questions or face any challenges during the process, please feel free to leave a comment below. Take care.

I spent at least 5 hours yesterday on the community site, chat, phone support or sharing my screen with agents  to find out that with QB24, it is just not possible to select "all customers" and create statements like before. Why would QB take features away? Especially when it's a feature that is so badly needed. We did a verify that found errors but got an unrecoverable error twice when trying to do a rebuild. Tier one agents can only supply so much support and to be honest, it's not anything we customers can't find here and have already tried before contacting support in most cases. I was on hold for way too long with one agent while he "touched base with his peers". Then all of a sudden, another agent was on the line and I thought I had been transferred to a tier higher but in fact he just dropped the call and the other tier one agent was as lost as I was as to what had happened. I feel that if QB really cared, we could speak with higher tier agents after so long with no resolution with the tier one agent. From what I understand, there is no work around for the statement issue other than manually choosing customers which is unheard of in my opinion for the cost of this product in a world where technology is used in daily living. The "open invoices" report doesn't help as you can't filter it to just show what is owed to you. It shows credits, zero balances, etc. 

They take features away because they don't listen or work with people who actually USE the software.

It's recurring revenue for them since we pay a subscription so they have continually gutted the "tier one agents" and all other support since they can operate on negative capital.

Their replies to this problem are literally just copy paste, they haven't actually looked into the problem. 

They need to realize that you can only do this for so long before people start using other software where the support really is there along with the needed features.