Limitations of Quickbooks

List limits for QuickBooks Desktop for Windows

The list limits of QB are below.
See also: How to overcome the 14,500 limit

List nameMax number of entries (Pro, Premier)Max number of entries (Enterprise)
Chart of Accounts10,000100,000
Total names: Employees, Customers, Vendors, and Other Names combined14,500 (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-assembly100500
Job types10,00010,000
Vendor types10,000100,000
Customer types10,000100,000
Payroll items10,00010,000
Price Levels100750
Terms for receivables and payables10,00010,000
Payment methods10,00010,000
Shipping methods10,00010,000
Customer messages10,000100,000
Ship To addresses10,000100,000
Memorized reports10,00029,000
Memorized transactions10,00050,000
To-Do notes10,000100,000
Sales Reps10,00010,000
Sales Tax Codes10,00010,000
Group Items & Sales Tax Group Items5050
Advanced Inventory SitesN/A1,000,000
Advanced Pricing Price RulesN/A100,000
ContactsNo limitNo limit
Custom Fields2045
Item custom field
Customers/Vendors/Employees custom fields

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)

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