Did you know that there is a limit to the number of customers you can keep in your QuickBooks Pro or Premier file? It’s a strange sounding number: 14,500.

Actually, the 14,500 limit is a ceiling for the total of all names in your file. Names includes customers, vendors, employees, accounts, classes, sales reps. For most people, though, it translates to a limit on adding new customers to your file.

You can find out how close you are to the limit by pressing the F2 key in QuickBooks when you have your file open. In the right hand column, it will show the total number of names already taken in your file.

So if you’re pushing the limit, what can you do? There are basically three options:

1. Upgrade to Enterprise. For practical purposes, the name limit goes away in Enterprise.

Downside: Much higher product initial cost, higher support costs, higher software upgrade costs.

2. Merge old, inactive customers. This is a manual, DIY workaround. Pick an old customer you don’t need in your data anymore, and rename it to “Unused”. Then rename another old customer to “Unused”. It will ask you if you want to merge the two accounts. Confirm that you do. You just freed up space for a new customer. You can merge as many old customers to “Unused” as you have the patience to do.

Downside: This is a tedious process to do on a large scale.

3. Supercondense your file and have inactive customers removed. This will potentially free up space for thousands of new customers, and as a bonus, will make your file much smaller and faster.

Have you approached the 14,500 ceiling? How did you deal with it?


6 thoughts on “I’m About at My QuickBooks Limit for Customers. Help!

  1. The latter points still seem feasible enough but upgrading to an enterprise version with that huge amount of users would empty our pockets right to the final strand. Ergo, a myriad of aspects would enter the fray before we take the plunge. I’ve been stuck in a dilemma myself being part of an organization which is facing this problem on a daily basis.

  2. There’s an easier way to merge old customers, albeit at a relatively small cost. In 2010 a client needed to merge or delete over 10,000 customers to avoid the 14k item limit. I found Merge Customers at Irvin Software (http://www.q2q.us). The selected customers were quickly merged into a single new dummy customer account. At the time the software was $99. I’m not sure of current pricing. Pre-purchase and tech support for this and other q2q software I used has been excellent. I’ve also used their Report Combiner that consolidates multiple QuickBooks companies into a consolidated company for reporting purposes.

  3. Pingback: I Wish QuickBooks Had an Early Warning System « QuickBooks and Your Business

  4. Condensing the file appears to be the Best option.

    Backup the file.
    Begin condensing… pick a date about 3 years back then begin.
    Then you’ll have at least a 2 year comparison available.

    If you really want info from that old file, then restore it but rename that file.
    You’ll then have access to that Old file for Reference Purposes ONLY!

    The main issue(s)…
    1. Convincing the client to do it!
    2. If you have a boss, convincing the boss to STFU and back off then Convincing the client to do it!

    Many bosses have NO clue how to Truly use QB so they should have almost NO say about the functionality of QB. All they are good for is to pay for the QB products 😉


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