How is account size calculated?

All QuickFile accounts are graded by size from extra small (XS) to extra large (XL). This is determined by the number of nominal transactions created over the previous rolling 12-month period.

Nominal transactions are used as they are the broadest indicator of account activity, encompassing invoices, purchases, bank transactions, and journals. If you go to the chart of accounts report and drill down onto any nominal ledger you will be able to see the underlying nominal transactions. Also note that the transactions are counted based on when they were entered into the software, not what date they were assigned to.

Below is a breakdown of how the account size is determined; all groupings are based on the last 12 months.

XS - up to 200 nominal transactions
S - between 201 to 500 nominal transactions
M - between 501 to 1,000 nominal transactions
L - between 1,001 to 4,000 nominal transactions
XL - between 4,001 nominal transactions up to 30,000 nominal transactions

How can I check my account size?

You can check the current size of your account in Account Settings >> Company Settings.

You can also drill down to a detailed report by clicking the corresponding magnifying glass. This will show how the ledger count is calculated. This report consists of two tables showing which nominal accounts the ledger items are posted to and when they were entered over the last 12 months.

For Affinity users, you can check the account size without logging into the actual account from your dashboard or from the account detail screen.

Account size statistics are updated once every 2-3 days.

Storage footprint

This is the total storage footprint consumed by all Document Management and Receipt Hub items saved on the account.

Enterprise Usage

Most QuickFile accounts stay well within our standard usage limits. If your account records more than 40,000 nominal entries in any rolling 12-month period, it moves to Enterprise usage, and an additional charge of £5 (plus VAT) applies for every 1,000 nominal entries above that threshold.

What counts as a nominal entry?

A nominal entry is a single posting to a ledger account. One invoice usually creates several entries. For example, a sales invoice with two item lines and VAT posts to two sales ledgers, the VAT ledger and the debtors control account.

Example

If your rolling 12-month count is 50,000 nominal entries, 10,000 of those are above the threshold. That’s 10 blocks of 1,000, so the additional cost is £50 per year (plus VAT).

Why we charge for Enterprise usage

High-volume accounts need significantly more processing power and storage. This charge lets us provide that capacity without raising prices for everyone else.

How to reduce your nominal count

Many businesses can keep below the threshold by changing how they record high-volume transactions:

If you take thousands of payments a month through a payment processor such as Stripe, PayPal or SumUp, you can post a single weekly or monthly summary invoice for the total instead of recording each payment separately. Include VAT adjustments and processor fees where needed. Keep the processor’s detailed transaction reports as your supporting records.

Guide: Handling payments from merchant accounts and payment processors

If you run a cash business, use the Cash Register tool to record each day’s takings as one entry.

Need help?

If you’d like advice on reducing your nominal count, contact our support team and we’ll talk you through the options that suit your business.