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?


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