If you didn’t know, QuickBooks Pro and Premier editions have a limit of how many names and items they can contain in one set of company books.
If you add up all your customers, vendors, accounts, employees, etc., that number has to stay below 14,500. Likewise, you can only have up to 14,500 items, including inventory items, in the Pro and Premier editions. (Why 14,500? I don’t know! It seems kind of arbitrary.)
To see how many you have, open your company in QuickBooks and then press the F2 key. In the right-hand column of information, you’ll see your counts.
Once you get up to the 14,500 limit, you basically have three choices:
1. Upgrade to Enterprise Series. Your data will convert immediately, and that ceiling goes up to 1,000,000 names and 1,000,000 items.
2. Have your company supercondensed. This is a database consulting service we provide to QuickBooks users.
One of your options when you get your file supercondensed is to have old, unused customers and/or items removed from your file. This can free up thousands of spaces in your file for new accounts or items. The supercondensed file also has the advantage of being much smaller and faster than the original. We provide this service turnkey.
3. Consolidate old accounts. Let’s say you have a ton of old unused customer accounts. Rename one of them to “Unused”. Then rename another old customer to “Unused”. It will ask you if you want to merge the two accounts. Say Yes. You then have one less name in QuickBooks, so you can add a new customer (or other kind of) account in its place. You can merge as many old customers to “Unused” as you want to free up space for new customers. Merging accounts is a non-reversible action in QuickBooks, so make sure before you merge.
Have you ever bumped up against this limit? How did you resolve it?