Privacy Policy
Effective date: August 23, 2019
AccountingUsers, Inc. ("us", "we", or "our") operates the https://quickbooksusers.com website (hereinafter referred to as the "Service").
This page informs you of our policies regarding the collection, use and disclosure of personal data when you use our Service and the choices you have associated with that data.
We use your data to provide and improve the Service. By using the Service, you agree to the collection and use of information in accordance with this policy. Unless otherwise defined in this Privacy Policy, the terms used in this Privacy Policy have the same meanings as in our Terms and Conditions, accessible from https://quickbooksusers.com
Definitions
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Service
Service is the https://quickbooksusers.com website operated by AccountingUsers, Inc.
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Personal Data
Personal Data means data about a living individual who can be identified from those data (or from those and other information either in our possession or likely to come into our possession).
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Usage Data
Usage Data is data collected automatically either generated by the use of the Service or from the Service infrastructure itself (for example, the duration of a page visit).
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Cookies
Cookies are small files stored on your device (computer or mobile device).
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Data Controller
Data Controller means the natural or legal person who (either alone or jointly or in common with other persons) determines the purposes for which and the manner in which any personal information are, or are to be, processed.
For the purpose of this Privacy Policy, we are a Data Controller of your Personal Data.
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Data Processors (or Service Providers)
Data Processor (or Service Provider) means any natural or legal person who processes the data on behalf of the Data Controller.
We may use the services of various Service Providers in order to process your data more effectively.
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Data Subject (or User)
Data Subject is any living individual who is using our Service and is the subject of Personal Data.
Information Collection and Use
We collect several different types of information for various purposes to provide and improve our Service to you.
Types of Data Collected
Personal Data
While using our Service, we may ask you to provide us with certain personally identifiable information that can be used to contact or identify you ("Personal Data"). Personally identifiable information may include, but is not limited to:
- Email address
- First name and last name
- Cookies and Usage Data
We may use your Personal Data to contact you with newsletters, marketing or promotional materials and other information that may be of interest to you. You may opt out of receiving any, or all, of these communications from us by following the unsubscribe link or the instructions provided in any email we send.
Usage Data
We may also collect information on how the Service is accessed and used ("Usage Data"). This Usage Data may include information such as your computer's Internet Protocol address (e.g. IP address), browser type, browser version, the pages of our Service that you visit, the time and date of your visit, the time spent on those pages, unique device identifiers and other diagnostic data.
Location Data
We may use and store information about your location if you give us permission to do so ("Location Data"). We use this data to provide features of our Service, to improve and customise our Service.
You can enable or disable location services when you use our Service at any time by way of your device settings.
Tracking & Cookies Data
We use cookies and similar tracking technologies to track the activity on our Service and we hold certain information.
Cookies are files with a small amount of data which may include an anonymous unique identifier. Cookies are sent to your browser from a website and stored on your device. Other tracking technologies are also used such as beacons, tags and scripts to collect and track information and to improve and analyse our Service.
You can instruct your browser to refuse all cookies or to indicate when a cookie is being sent. However, if you do not accept cookies, you may not be able to use some portions of our Service.
Examples of Cookies we use:
- Session Cookies. We use Session Cookies to operate our Service.
- Preference Cookies. We use Preference Cookies to remember your preferences and various settings.
- Security Cookies. We use Security Cookies for security purposes.
- Advertising Cookies. Advertising Cookies are used to serve you with advertisements that may be relevant to you and your interests.
Use of Data
AccountingUsers, Inc. uses the collected data for various purposes:
- To provide and maintain our Service
- To notify you about changes to our Service
- To allow you to participate in interactive features of our Service when you choose to do so
- To provide customer support
- To gather analysis or valuable information so that we can improve our Service
- To monitor the usage of our Service
- To detect, prevent and address technical issues
- To provide you with news, special offers and general information about other goods, services and events which we offer that are similar to those that you have already purchased or enquired about unless you have opted not to receive such information
Legal Basis for Processing Personal Data under the General Data Protection Regulation (GDPR)
If you are from the European Economic Area (EEA), AccountingUsers, Inc. legal basis for collecting and using the personal information described in this Privacy Policy depends on the Personal Data we collect and the specific context in which we collect it.
AccountingUsers, Inc. may process your Personal Data because:
- We need to perform a contract with you
- You have given us permission to do so
- The processing is in our legitimate interests and it is not overridden by your rights
- To comply with the law
Retention of Data
AccountingUsers, Inc. will retain your Personal Data only for as long as is necessary for the purposes set out in this Privacy Policy. We will retain and use your Personal Data to the extent necessary to comply with our legal obligations (for example, if we are required to retain your data to comply with applicable laws), resolve disputes and enforce our legal agreements and policies.
AccountingUsers, Inc. will also retain Usage Data for internal analysis purposes. Usage Data is generally retained for a shorter period of time, except when this data is used to strengthen the security or to improve the functionality of our Service, or we are legally obligated to retain this data for longer periods.
Transfer of Data
Your information, including Personal Data, may be transferred to - and maintained on - computers located outside of your state, province, country or other governmental jurisdiction where the data protection laws may differ from those of your jurisdiction.
If you are located outside United States and choose to provide information to us, please note that we transfer the data, including Personal Data, to United States and process it there.
Your consent to this Privacy Policy followed by your submission of such information represents your agreement to that transfer.
AccountingUsers, Inc. will take all the steps reasonably necessary to ensure that your data is treated securely and in accordance with this Privacy Policy and no transfer of your Personal Data will take place to an organisation or a country unless there are adequate controls in place including the security of your data and other personal information.
Disclosure of Data
Disclosure for Law Enforcement
Under certain circumstances, AccountingUsers, Inc. may be required to disclose your Personal Data if required to do so by law or in response to valid requests by public authorities (e.g. a court or a government agency).
Legal Requirements
AccountingUsers, Inc. may disclose your Personal Data in the good faith belief that such action is necessary to:
- To comply with a legal obligation
- To protect and defend the rights or property of AccountingUsers, Inc.
- To prevent or investigate possible wrongdoing in connection with the Service
- To protect the personal safety of users of the Service or the public
- To protect against legal liability
Security of Data
The security of your data is important to us but remember that no method of transmission over the Internet or method of electronic storage is 100% secure. While we strive to use commercially acceptable means to protect your Personal Data, we cannot guarantee its absolute security.
Our Policy on "Do Not Track" Signals under the California Online Protection Act (CalOPPA)
We do not support Do Not Track ("DNT"). Do Not Track is a preference you can set in your web browser to inform websites that you do not want to be tracked.
You can enable or disable Do Not Track by visiting the Preferences or Settings page of your web browser.
Your Data Protection Rights under the General Data Protection Regulation (GDPR)
If you are a resident of the European Economic Area (EEA), you have certain data protection rights. AccountingUsers, Inc. aims to take reasonable steps to allow you to correct, amend, delete or limit the use of your Personal Data.
If you wish to be informed about what Personal Data we hold about you and if you want it to be removed from our systems, please contact us.
In certain circumstances, you have the following data protection rights:
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The right to access, update or delete the information we have on you. Whenever made possible, you can access, update or request deletion of your Personal Data directly within your account settings section. If you are unable to perform these actions yourself, please contact us to assist you.
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The right of rectification. You have the right to have your information rectified if that information is inaccurate or incomplete.
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The right to object. You have the right to object to our processing of your Personal Data.
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The right of restriction. You have the right to request that we restrict the processing of your personal information.
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The right to data portability. You have the right to be provided with a copy of the information we have on you in a structured, machine-readable and commonly used format.
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The right to withdraw consent. You also have the right to withdraw your consent at any time where AccountingUsers, Inc. relied on your consent to process your personal information.
Please note that we may ask you to verify your identity before responding to such requests.
You have the right to complain to a Data Protection Authority about our collection and use of your Personal Data. For more information, please contact your local data protection authority in the European Economic Area (EEA).
Service Providers
We may employ third party companies and individuals to facilitate our Service ("Service Providers"), provide the Service on our behalf, perform Service-related services or assist us in analysing how our Service is used.
These third parties have access to your Personal Data only to perform these tasks on our behalf and are obligated not to disclose or use it for any other purpose.
Analytics
We may use third-party Service Providers to monitor and analyse the use of our Service.
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Google Analytics
Google Analytics is a web analytics service offered by Google that tracks and reports website traffic. Google uses the data collected to track and monitor the use of our Service. This data is shared with other Google services. Google may use the collected data to contextualise and personalise the ads of its own advertising network.
You can opt-out of having made your activity on the Service available to Google Analytics by installing the Google Analytics opt-out browser add-on. The add-on prevents the Google Analytics JavaScript (ga.js, analytics.js and dc.js) from sharing information with Google Analytics about visits activity.
For more information on the privacy practices of Google, please visit the Google Privacy & Terms web page: https://policies.google.com/privacy?hl=en
Advertising
We may use third-party Service Providers to show advertisements to you to help support and maintain our Service.
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Google AdSense & DoubleClick Cookie
Google, as a third party vendor, uses cookies to serve ads on our Service. Google's use of the DoubleClick cookie enables it and its partners to serve ads to our users based on their visit to our Service or other websites on the Internet.
You may opt out of the use of the DoubleClick Cookie for interest-based advertising by visiting the Google Ads Settings web page: http://www.google.com/ads/preferences/
Links to Other Sites
Our Service may contain links to other sites that are not operated by us. If you click a third party link, you will be directed to that third party's site. We strongly advise you to review the Privacy Policy of every site you visit.
We have no control over and assume no responsibility for the content, privacy policies or practices of any third party sites or services.
Children's Privacy
Our Service does not address anyone under the age of 18 ("Children").
We do not knowingly collect personally identifiable information from anyone under the age of 18. If you are a parent or guardian and you are aware that your Child has provided us with Personal Data, please contact us. If we become aware that we have collected Personal Data from children without verification of parental consent, we take steps to remove that information from our servers.
Changes to This Privacy Policy
We may update our Privacy Policy from time to time. We will notify you of any changes by posting the new Privacy Policy on this page.
We will let you know via email and/or a prominent notice on our Service, prior to the change becoming effective and update the "effective date" at the top of this Privacy Policy.
You are advised to review this Privacy Policy periodically for any changes. Changes to this Privacy Policy are effective when they are posted on this page.
Contact Us
If you have any questions about this Privacy Policy, please contact us:
- By email: info@quickbooksusers.com
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.
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.
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?
D.S., I haven’t heard of a workaround for that one, but I’ll post back if I hear of something that might help.
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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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.
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.
Hi Lisa,
When the condense command works well, it works well. For a lot of users, though, it fails. Glad that it worked for you! Thanks for the comment.
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.
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.
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.
Does anyone know how to convert inventory items to non inventory items?
Michael,
Can’t be done, sorry. Thanks for asking.
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.
Is there a name limit in Quickbooks Online?
Hi George,
No hard limit. Thanks for asking.
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?
Rich,
The cost depends on some things. Please contact us through http://quickbooksusers.com/file-shrink.htm and I can get you a quote. Thanks for asking.
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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
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.
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
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.
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
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.
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.
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.
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?
Tracy,
It’s not trying to merge files, it should merging customers under one common name. Is that what you’re trying to do?
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?
Natalie,
Inactive items still count towards the total, unfortunately. Thanks for the question.
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.
Ruth,
1072 customers isn’t that many. Even 10,720 wouldn’t be too many. I think there must be something else going on…
Hello,
If we decide to supercondense or merge files into an “unused” account, how does that work for running reports or finding the data? I am concerned by doing so that when we need to provide reports for a financial audit, we will not be able to search them. Thoughts?
Hi Jess,
I think that in either case, you’d want to set aside a copy of your original file before either merging customers or having your file supercondensed. So then whenever you need to run old reports for whatever reason, you’d be able to do so from the original file. Thanks for your question.
Thank you so much. That is very good to know.
Shannon,
We use QB Desktop Pro 2017 for our Travel office. Our Heirarchical View list the Trips as the Customer, the Traveling Group as the Job and the Travelers are the Jobs under the Traveling Group Job. Our Items are the Trip’s Invoice line item for the Deposit and Installments. Each Trip has an Account for the Invoices and Checks to Vendors.
When I hit the 14,500 limit, like I did Friday, I save the Backup as an Archive and then start Deleting old Depostis, Payments, Invoices, Travelers, Groups and Trips. I’m deleting 2013 & 2014. I’m pretty fast with Alt-E, D, Enter, but it still takes a long time to Delete everything. I tried Condensing 5 years ago and Hated the results.
Is there a faster way to Delete all the Depostis, Payments, Invoices, Jobs and Customers older that a given Date?
Hi Ken,
I don’t know of a faster way for DIY. We can clean up customers/jobs/subjobs as part of a supercondense of your data, if you want to farm out the process. https://quickbooksusers.com/quickbooks-supercondense/
Thanks for your question.
Shannon,
Thanks for the quick Reply.
After spending 3 evenings deleting the data with Alt-E, D, Enter, I found your post. I then checked the QB Condense, which was suppose to be improved, and I tried it. I entered for it to delete anything older than 1/1/2015. However, it did NOT delete any of my old 2014 data.
An Online QB expert said I had to first change each Job’s Status to Closed, though Condense doesn’t mention this.
Any idea why the QB Condense didn’t delete the old data?
Hi Ken,
I don’t know why the built-in condense command does what it does. In my opinion it’s pretty buggy.
Good information, even if from 7yrs ago. I am wondering about this: I have a client running up against the 14.50o limit. If they do a QB condense of say, all transactions before 1/1/15. Will that allow them to then delete old customers who, as an example, only had a single transaction before that date?
Hi Al,
If you mean the built-in Condense, you can check the box on the options to delete customers. I believe that it will delete customers then who have NO transactions before after that date. If some transactions are left behind for any customer before the cut off date, the customer will have to be left in the file, even if it is only one transaction.
With our supercondense process, it’s pretty much the same criterion for customer removal ( although we can optionally restrict the removal process further by only looking at customers that have “Inactive” checked for them).
Hope that helps. Thanks for your question.
” I believe that it will delete customers then who have NO transactions before after that date.” Not clear – before or after?
Sorry! Actually, it might be more clear to say this: After old transaction are removed, customers would then be deleted who have NO transactions left in the file. Make sense?
yes, that’s what I thought you meant – thanks.
Thank you so much for your help and for getting me up and running so quickly. I highly recommend Shannon’s service to supercondense!!
-Talitha with Antrim Air
Just raise the 14 500 limit to 25 000 . Call it QuickBooks Plus. And charge for it.