Maximum number of list entries In QuickBooks Desktop


If you should be currently on Pro or Premier, and need additional entries, consider upgrading to Desktop Enterprise. To see if Enterprise suits you, along side any active promotions, please contact our sales team

Here’s the list of QuickBooks Desktop maximum number of list entries (list limits and custom fields) to help you manage your organization data file.

List limit for QuickBooks Desktop for Windows
List name1 Max wide range of entries (Pro, Premier) Max quantity of entries (Enterprise)
Chart of Accounts 10,000 100,000
Total names: Employees, Customers, Vendors, along with other Names combined 14 500 (individual limits of every list is 10 500 >100,0002
Items, including inventory items (group items can contain only 20 individual things) 14,500 >100,0003
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 29,000
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 complete 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
154 304
1Some associated with the items in the list are not obtainable in earlier versions of QuickBooks Desktop for Windows.
2QuickBooks Desktop Enterprise 14.0 and later versions allow you to add up to one million names (e.g. customers, vendors, employees) or over to one million items (e.g. inventory, non-inventory, and service items). Some performance degradation is probable as your lists approach these size thresholds.
3 Current QuickBooks Desktop users can check the size as well as lists of their QuickBooks Desktop company file by pressing the F2 key or Ctrl+1 and look for File Size when you look at the File Information section of the window or List Information section.
4Customers/Vendors/Employees – 15 and 30 totals are a variety of custom fields for customers, vendors and employees.

In Pro/Premier, though there is a total of 15 custom fields, you simply can't have significantly more than 7 per category. For instance, you could only have 7 custom fields for customers, 7 for vendors and 1 for employee.
In Enterprise Solutions, though there is a total of 30 customer fields, you can't have more than 12 per category. For instance, you could have only 12 custom fields for customers, 12 for vendors and 6 for employee.
List limit for QuickBooks Mac Desktop
List name1 Max quantity 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 Accomplish List 10,000
Names added together (Employees, Customers, Vendors, along with other Names) 14,5002
1Some regarding the items in the list are not obtainable in earlier incarnations of QuickBooks Mac Desktop.
2Any one of these brilliant lists can contain as much as 10,000 names but they cannot exceed 14,500 combined.

Some practical limitations
QuickBooks Desktop is perfect for small enterprises with 20 or fewer employees and annual revenue of lower than two million dollars. The perfect usage of QuickBooks Desktop will be keep at the very least couple of years of detailed transactions in a company data file so that you can run comparative reports and have now prior-year project information.

The rate of growth of QuickBooks Desktop company data files varies significantly from company to company. There isn't any “average” or “typical” data file size, since businesses track different information. How quickly a file grows varies according to the sheer number of transactions, the amount of information entered per transaction, and the quantity of “links” per transaction.


An individual who enters 500 1-line invoices each month will dsicover that their data file is smaller than someone else who enters 100 5-line invoices each month, while someone who usually receives five separate payments per invoice might have a larger file than somebody who typically receives just one payment per invoice.

To estimate if QuickBooks is right for your online business, take the average wide range 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 just how much the info file will grow every month.


When 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). In the event that annual data file dimensions are lower than 15,000 KB, then QuickBooks should be more than sufficient for the company. Keep in mind that the two KB multiplier does not include list information (which will also grow as new names are included with the file), and is only an approximation that could never be a suitable estimate for several QuickBooks company data files. If you are unable to create Maximum Number Of List Entries In QuickBooks please contact our experts.

If performance becomes a problem or perhaps you decide you will not want to keep detailed transactions for prior years, you are able to condense a QuickBooks company data file. Before you condense, please read Condensing data in the QuickBooks User’s Guide (when you look at the chapter keepin constantly your data) or read the QuickBooks Help topics under the keyword condense. (Both the User Guide and QuickBooks Help are observed on the QuickBooks Help menu.)
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