34 thoughts on “Are you Pushing the 14,500 Limit in QuickBooks?

  1. This is good information. It shows yet another serious limitation to your product and your attitude of requiring as much of an investment in software as you can squeeze out of your customers. This combined with your rediculously poor support continues to drive me to advise my clients to look for alternatives to your products.

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  2. Hi Earl. I’m not with Intuit — it’s not my product! — we do our own support! — so my feelings aren’t hurt. We’re all about hashing out QuickBooks issues, the good things and otherwise. So thanks for joining the discussion here.

    Do you know of alternatives in the SMB accounting software market that don’t have limits on the number of accounts or items? Curious.

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  3. I have a client using enterprise who is running out of price levels, which is limited to only 100, even in enterprise. The reasons are too complicated to elaborate on in this comment, but they have a very legitimate need for more price levels. Any suggestions?

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  4. I need a solution to the Price Level limit too! Each customer has custom pricing, we have 250 customers and found out about the 100 PL limit during initial set-up. We’ve invested a lot of time and energy in the conversion process and now we’ve hit a major road block. If anyone finds a work around or 3rd party solution please post.

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  5. Pingback: “Data Migrated from QB Enterprise to Pro with 100% Accuracy” | QuickBooks and Your Business

  6. I hit F2 and looked at the list. The first three, Total Accounts, Total Names and Total items add up to about 10700 then there is a long list of relatively small amounts until the end and we find Total List reviews which amounts to another 3700. Am I reading this correctly? we add up EVERYTHING in that little box? If so, by my reckoning, I am already over 14500. Any guidance would be greatly appreciated.

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    • After 3 plus hours reading every blog,chat and help window regarding the 14500 name limit, amazingly, (through my desperation), I figured it out. My fear of losing any accounting data almost stopped me from following the simple directions required to allow more names to be added. But I assure you that after removing 9000 customers, vendors, employee and other names, they are safely tucked away in my G:\ file. (I saved them on a zip drive too – just in case) LOL. ANYWAY, here’s all you have to do: go to File, click Utilities, then click Condense data. It will then ask you for a date from which you want stuff removed. For example, I put in 1/1/2011, so everything prior to that date would be removed (safely tucked away in the G:\ file). It did take 2 hours to condense the data, but I now have plenty of room to add more customers, vendors, etc. YEA ME. Stress be gone.

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        • Why didn’t you suggest this in the first place? If you don’t know this method, then I doubt your expertise to help in this area. If you know and you don’t want other people to know, then I doubt your integrity.

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          • Hi Igenyar,

            The built-in condense command that Lisa refers to was introduced in the QuickBooks 2012 version, after this blog post was written.

            When people call me these days, I often recommend that they try it on a copy of their file and see what happens. Sometimes it works quite well and they don’t need our services. In many cases, however, the built-in condense command fails and they need services like ours. Thanks for your comment.

            Reply
  7. Greg,

    There is a limit of 14,500 on the combined total names. Separately, there is a limit of 14,500 on total number of items. So it sounds like with 10,700 names, you’ve still got some room to grow.

    Thanks for the question.

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      • It’s quite correct that it can’t be done, EXCEPT ……..I had to convert approx. 5,000 stock items to non-stock items (it had been set up incorrectly by an IT company). The only way to do it was to export the item list with certain additional fields into Excel. Within Excel, I removed all items other than the stock ones and re-designated the stock items as inactive, I then copied the entire list to the end of the list (making it about 10,000 items). I re-designated the new items as “active” and “non-stock”. Using an Excel formula, I changed the item codes to have a “#” as a prefix (e.g. item No. 1234 became #1234). I then populated those new # items with the minimum required fields (Name, Description, Price, Account, Is Inactive, Type) as required, tehn imported everything back to QuickBooks. The original 5,000 became inactive and the new 5,000 items became active non-stock items. I hope that helps.

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  8. You mention you offer a supercondense service. I have a client that has it the silly 14,500 limit.

    What is the cost for this service?

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  9. Pingback: THESE Are Large QuickBooks Data Files…and What Users Did « QuickBooks and Your Business

  10. Hi,
    We re using Enterprise Edition. I have a concern about company file size. It is growing rapidly. e.g. in 6 months it is grown up to 1.75GB from 1.5 GB (we are using it since 2011). What do you suggest me about this? I tried to shrink the file size but on super condense option it asks me to delete the transactions which my company policy will never allow.

    Best Regards
    Irtesam Haider
    Head of IT

    Reply
    • Hello Irtesam,

      A file growing 250MB in 6 months is not too surprising. If you have lots of transaction volume, or lots of inventory activity in your transactions, the file can grow pretty quickly. Unfortunately, deleting transactions, either through the built-in condense command or through our separate supercondense process, is the only way to reduce a file’s size.

      Thanks for your question.

      Reply
  11. Our company has reached the 14,500 customer limit. We want to condense our files, however we do not want to loose customer data for long time customers, only ones who’s accounts have been inactive for long periods. Do you have any suggestions?

    Thank you

    Reply
    • Hi Trisha,

      I don’t think that is possible with the built-in Condense command. But when we supercondense a file, we can only remove customers that you have checked as ‘Inactive’, and leave the rest. That would put you in control of which customers would be protected from removal. Thanks for your question.

      Reply
  12. Hello, if this was covered previously in this thread my apologies, but is it possible to archive old customers using Quickbooks’ function to do that, then create a new company file and dump them back-in? I would be interested-in help doing that if it’s a possibility. We just want to retain their old information in case we need to access what they purchased.

    Thanks,
    Brian

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    • Brian,

      Assuming that you can get QB to do what you want with data removal, you’d want to simply to keep a copy of your original file on your system, and open it up whenever you need to run historical reports on old customers. Thanks for your question.

      Reply
  13. So to my surprise I’ve hit the 14500 limit today (during our busy time of year)! If I was to create a new company file and not import the old customers and data into that new file, I’m assuming I would have to manually enter in our inventory items. Basicly start from scratch.

    Thank you.

    Reply
    • Julie,

      Yes, that’s right. Or you could get some 3rd party tools to bring over partial info. rather than starting from scratch. Or you could get your file supercondensed, and the customer list reduced, and keep using your existing file. Thanks for your question.

      Reply
  14. Shannon,

    I’m using 2015 Accountant. I am trying to re-name the customers as you suggested. It’s not prompting me to merge the files. I’m assuming this is because your advice was in 2011. Do you know if this is still possible to do on the 2015 version?

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  15. Hello, I am using the item # as a Bill of Lading # from our log books, I’ve now reach my limit. Can I make the older #’s inactive and make room to add more?

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  16. I’m using QBO Plus. I use it only for A/R. I have 1072 customers. Both active and inactive. I’ve been experiencing difficulty with system response. Slow or completely unresponsive. Called QB support today and they told me I have reached my limit on customers. Further that QBO is not designed for that large a volume of customers. I will have to go to a desktop version. They can help me with a conversion….I need to access this company from wherever I am, and have 2 other employees working in the program as well. Any comments or help would be appreciated.

    Reply

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