Maximum number of list items and transactions in QuickBooks Asia 2009/10

Few days ago, while I was browsing the Reckon’s FAQ’s, I discovered this useful information and I think QuickBooks user will benefit from it.

Under Reckon’s FAQ ID: Q11873, it stated the Limitations in QuickBooks QBi 2008/09 (that is Asia’s version 2009/10).

Maximum number of transactions:

QuickBooks can handle a maximum of 2 billion transactions. The maximum number of transactions is limited more by your computer’s disk space and memory than by QuickBooks.

Maximum number of items in each individual list:

QuickBooks Accounting to QuickBooks Premier Version:

    Account List: 10 000

    Name List *: 14 500

    Item List: 14 500

    Class List: 10 000

    Terms List: 10 000

    Customer Type List: 10 000

    Shipping Method List: 10 000

    Customer Message List: 10 000

    Payment Method List: 10 000

    Memorised Transaction List: 14 500

    Memorised Report List: 14 500

    Template List: 10 000

    Payroll Item List: 10 000

    To Do Note List: 10 000

    Job Type List: 10 000

    Sales Rep List: 14 500

    Price Level List: 100

    Tax Code List: 10 000

    Currency List: 10 000

    Attribute Definitions List: 10 000

    Vehicle List: 10 000

    Workers Comp Code List: 10 000

    Billing Rate Level List: 100

    Payment Template List: 10 000

    U/M Set List: 100 000

    Payroll Schedule List: 200 

Note:  * Employees, Customers, Suppliers and Other Names added together cannot exceed the 14 500 combined.

QuickBooks Enterprise:

    Name List *: 1 000 000

    Item List : 1 000 000

    Memorised Transaction List:  29 000

    Memorised Report List: 29 000

    Sales Rep List: 29 000

Note: * Employees, Customers, Suppliers and Other Names added together cannot exceed the 1 000 000 combined)


Practical Limitations:

QuickBooks is designed, typically, for small businesses with annual revenue of less than three million dollars. The ideal use of QuickBooks 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 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, someone who enters five hundred 1-line invoices per month might find that their data file is smaller than another person who enters one hundred 5-line invoices per month, while someone who usually receives five separate payments per invoice would have a larger file than someone who typically receives only one payment per invoice.

If performance becomes an issue or you have decided not to keep detailed transactions of the prior years, you can clean up your QuickBooks data file. 

Note: Please be sure to create backup file(s) before you make any changes.

For more information, please refer to Reckon’s web site (