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QuickBooks Idea - Just How Much Information Could QuickBooks Hold?

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By : Ted steerforth   99 or more times read
Submitted 2013-07-20 14:01:27

How much data can your QuickBooks company file hold before it becomes 'loaded', overflowing such as a file cabinet, and SLOW?  This is just a very good question that most people don't take into consideration -- well because it is software and must hold an infinite amount of data.QuickBooks Pro and Premier are designed for small businesses with 20 or fewer employees and annual profits of less than $1 million per year, according to the latest information from the ProAdvisor qualification study materials.  It's intended to shop at the least 2 years of step-by-step information in a company file - this enables you to evaluate your present business years performance with that of a past year.Quickbooks Enterprise is designed for larger businesses having 20-250 employees, seeking up to 30 parallel customers, tighter person entry to financial information with 115 different agreement configurations, want to link multiple areas, probably have remote employees, need to combine financial statements from multiple company documents, and have more than $1 million in annual revenue.How fast a QuickBooks file grows varies dramatically from one company to another.  there's no 'average' or 'common' company file dimension, since every business tracks different information.How rapidly a data file grows to 'overflowing' will depend on the number of transactions that are entered, the amount of information entered per transaction, and the number of 'links' per transaction.For example, a company that enters 500 1-line invoices per month may find that their data file is smaller than another company that enters 100 5-line invoices per month.  Another example would be a company who often receives 5 separate payments per invoice would have a larger data file than a company who receives one payment per invoice.A good way to calculate the growth of your QuickBooks company file is always to take the average number of monthly transactions (keeping in mind that an invoice, a payment and a deposit represent 3 separate transactions; while a bill and a bill payment represent 2 transactions), and multiply that by 2 KB to determine about how much your file will increase each month.  You can then take the monthly amount and multiply it by 12 to determine an estimated annual data file size.According to Intuit, QuickBooks can handle a maximum or 2 million transactions, however, they do not state which version, (Pro, Premier, or Enterprise) this figure applies to.In inclusion to estimated annual file growth and a maximum number of transaction that QuickBooks can handle, business owners must also take into consideration the maximum number of List items that QuickBooks can can accommodate.The dining table below indicates the maximum number of items that can be kept in individual and includes lists.List Name
Maximum Number of Items
( Simple Start, Pro, Premier )
Maximum Number of Items
( Enterprise )Chart of Accounts
10,000Items, including Inventory Items
Group Items can contain 20 individual items
( 29,000 in version 6.0 & earlier )Job Types
10,000Vendor Types
10,000Customer Types
10,000Payroll Items
10,000Payroll Items per Employee Record
100Price Levels
10,000A/R & A/P Terms - TOTAL
29,000Payment Methods
10,000Shipping Methods
10,000Customer Messages
10,000Memorized Reports
29,000Memorized Transactions
29,000To Do Notes
10,000Total Names - Employees, Customers,
Vendors, Unit of Measures and Other
( 29,000 in version 6.0 and earlier )Sales Reps
29,000Sales Tax Codes
10,000Billing Rate Levels
100Fixed Asset Items
10,000Ship Via
10,000Units of Measure
10,000Ship To Addresses
Unlimited (? )
Unlimited (?)

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