All of the QuickBooks features are easy to use. They benefit a lot to the small and mid-sized businesses. List entries are one of the popular features of QuickBooks. It allows users to access company data more straightforwardly.

This blog gives insight into good-to-know information about the list entries. At the end of this blog, you will be aware of the maximum list entries you can create in QB Desktop and some other useful facts about custom fields. If you are willing to have a word with us over a phone, you can connect with QuickBooks Support Team of supportforerror. One of the QB Experts will assist you further.

Important: QB Desktop Pro and QB Desktop Premier users have to upgrade to QB Desktop Enterprise if they want to add extra entries. For upgrading to QBD Enterprise, users can get in touch with Intuit certified QuickBooks ProAdvisors on the toll-free QuickBooks Customer Service Phone Number +1-800-366-1468. Once you get connected, you will be assisted with the required steps to upgrade your QBD pro/premiere to QBD Enterprise.

Maximum List Entries Allowed For Windows OS


List name Max number of entries (Pro, Premier) Max number of entries (Enterprise)
Chart of Accounts 10,000 100,000
Total names: Employees Customers, Vendors, and Other Names combined 14 366 (individual limits of each list is 10 366 >100,000
Items, including inventory items (group items can contain only 20 individual items) 14,366 >100,000
Items in an inventory assembly or sub-assembly 100 366
Job types 10,000 10,000
Vendor types 10,000 100,000
Customer types 10,000 100,000
Payroll items 10,000 10,000
Price Levels 100 750
Classes 10,000 100,000
Terms for receivables and payables 10,000 29,000
Payment methods 10,000 10,000
Shipping methods 10,000 10,000
Customer messages 10,000 100,000
Ship To addresses 10,000 10,000
Memorized reports 10,000 29,000
Memorized transactions 10,000 50,000
To Do notes 10,000 100,000
Sales Reps 10,000 10,000
Sales Tax Codes 10,000 10,000
Group Items & Sales Tax Group Items 50 50
Advanced Inventory Sites N/A 1,000,000
Advanced Pricing Price Rules N/A 100,000
Contacts No limit No limit
Custom Fields 20 45
Item custom field 5 15
Customers/Vendors/Employees custom fields 15 30

Users can get one fantastic benefit if they use QB Desktop Enterprise 14.0 or later versions. They can insert up to 1 million additional list entries. But, when you cross the threshold limit, some difficulties may occur.

To eliminate this problem, you can follow some steps. You can check the list of information and work accordingly. To do this, you have to press the F2 key while you are on the QB. This will open the List Information windows. You can verify the list related info here and proceed.

When it comes to the custom fields, the table has information about the total limit. This total is the combination of entries done for customers, vendors, and employees.

Users generally get 15 custom fields if they use the QB Pro or QB Premier. Each category can use up to 7 custom fields.

QBD Enterprise users can use 30 custom fields, and each category can use up to 12 custom fields.

Maximum List Entries Allowed For MAC

Previously, a few of the items mentioned in the following table were not available for the older QuickBooks versions. This is the updated data that tells all information about the limits of list entries in MAC OS.


List name Max number of entries
Chart of Accounts 10,000
Items, including inventory items

(Group items can only contain 20 individual items)

Job Types 10,000
Vendor Types 10,000
Customer Types 10,000
Purchase Orders 10,000
Classes 10,000
A/R Terms and A/P Terms added together 10,000
Payment methods 10,000
Shipping methods 10,000
Customer messages 10,000
Memorized reports 14,366
Memorized transactions 14,366
To Do List 10,000
Names added together (Employees, Customers, Vendors, and Other Names) 14,366


Generally, users can insert up to 10000 names in each list. However, 14,366 is the maximum limit you can consider.

More On Some Practical Constraints

As mentioned earlier, QB is ideal for small and mid-size organizations. By small or medium-sized companies, we mean any company that has the employee strength up to 20 and revenue less than 2 million USD. QB works efficiently with the company transaction data of nearly two years which is helpful to analyze the past and current reports. Users can compare the reports to evaluate their current standings.

Depending on the industry size, QB company files size may vary. More the size of transaction info, more the growth rate of the QB company file. Such transaction information usually includes transaction numbers, related links, and more.

The Condense Data Utility is the excellent troubleshooting method you can use if you are facing any trouble when you cross the limited number of list entries.

QuickBooks’ User Guide can help you learn more about Condense Data Utility. We suggest you go through this before you consider trying this method. Else, you can also connect with certified QuickBooks experts on the toll-free QuickBooks Support Phone Number +1-800-366-1468, and you will be guided on every doubt you have.