Each list in your company data file can contain up to a maximum number of list entries.

Detailed information

 

Some practical limitations

QuickBooks Desktop is designed for small businesses with 20 or fewer employees and annual revenue of less than two million dollars. The ideal use of QuickBooks Desktop is to keep at least two years of detailed transactions in a company data file so that you can run comparative reports and have prior-year project information.

The rate of growth of QuickBooks Desktop company data files varies significantly from company to company. There is no "average" or "typical" data file size, since businesses track different information. How quickly a file grows depends on the number of transactions, the amount of information entered per transaction, and the number of "links" per transaction.

For example, someone who enters 500 1-line invoices per month might find that their data file is smaller than another person who enters 100 5-line invoices per month, while someone who usually receives five separate payments per invoice would have a larger file than someone who typically receives only one payment per invoice.

To estimate if QuickBooks is right for your small business, take the average number of monthly transactions (remember, an invoice, payment, and deposit would be three separate transactions, and a bill and bill payment would count as two), and multiply by 2 KB to determine approximately how much the data file will grow each month.

For example, if your company enters an average of 300 transactions per month, the data file would grow approximately 600 KB per month (300 x 2 KB = 600 KB) or 7200 KB per year (600 KB x 12 = 7200 KB). If the annual data file size is less than 15,000 KB, then QuickBooks should be more than sufficient for the company. Note that the 2 KB multiplier does not include list information (which will also grow as new names are added to the file), and is only an approximation that may not be a suitable estimate for all QuickBooks company data files.

If performance becomes an issue or you decide you do not want to keep detailed transactions for prior years, you can condense a QuickBooks company data file. Before you condense, please read Condensing data in the QuickBooks User's Guide (in the chapter Maintaining your data) or read the QuickBooks Help topics under the keyword condense. (Both the User Guide and QuickBooks Help are found on the QuickBooks Help menu.)

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