QuickBooks Company File Repair

QuickBooks Company File Repair

In this extensive article, we explore the complexities of QuickBooks Company File Repair. We delve into the causes of QuickBooks Company File (QBW) corruption, including extensive file size, improper system shutdown, and virus threats. Symptoms of QuickBooks company file corruption and preventive measures to secure your data are discussed. Furthermore, we offer a thorough assessment of free and professional QuickBooks File Repair tools. This includes the capabilities and effectiveness of the QuickBooks company file repair in resolving corruption issues.

If you’ve been working with QuickBooks long enough, you know that it’s a business accounting software developed by Intuit and has small and medium-sized organizations as its target audience. QuickBooks offers on-premise and cloud-based accounting to make managing & paying bills and payroll functions easier. For professionals and small-time entrepreneurs, QuickBooks is the go-to product to manage their financial activities with ease.

QuickBooks relies on the Intuit database, which is proficient in managing business pressures and increasing needs. Nonetheless, similar to other databases, it occasionally experiences issues. A prevalent problem encountered by users is corruption in the QuickBooks company file. This issue prevents the QBW file from being opened or used until it is fixed.

How to Identify Corruption in QuickBooks Company File?

Identifying corruption in a QBW file is vital to determining when repairs are necessary. Here are some issues that may arise due to corruption in the QuickBooks Company File:

  • The Verify Data Utility may display an error message such as “A data problem prevents QuickBooks from continuing” or “Verify Target: Values in minor do not match major” on your screen or in the Qbwin.log file.
  • QuickBooks abruptly shuts down while attempting to save or remove a transaction.
  • Reports that aren’t accurate, such as balance sheets, in which the total assets exceed the total liabilities and equity.
  • Items and transactions from lists that are missing.
  • Account names created by QuickBooks because the original accounts were missing and the program was operating slowly or taking longer than usual are indicated by an asterisk (*).
  • There is a negative balance in the Transaction History for both paid and unpaid bills.
  • You see an HTML code when you access the Send Feedback Online > Bug Report window.

In QuickBooks, data damage can manifest in various forms and scenarios. It’s crucial to recognize that any anomaly or irregularities in the data’s appearance could indicate potential corruption.

What are the Reasons that can Cause QuickBooks Company Data File Corruption?

Having learned to recognize corruption in QuickBooks databases, understanding its root causes is the next step. Exploring the causes of QuickBooks data corruption could facilitate effective repair of QuickBooks company files.

Here are some of the common reasons behind data damage and corruption in QuickBooks include:

  • The 200 MB (for QuickBooks Pro) or 450 MB (for QuickBooks Enterprise) healthy limit for the size of the QuickBooks database file is being exceeded.
  • Absence of RAM, Virtual Memory, routers, network cables, network interface cards, etc.
  • If you don’t have a good UPS, a sudden power spike or drop could destroy your entire hard drive.
  • Incorrect shutdown of the system for technical or other reasons may cause corruption in the QuickBooks database.
  • assaults by viruses on the hard drive that houses the database.
  • Bad sectors are growing on the hard drive that houses the database.
  • Even while the causes can be roughly categorized into the aforementioned groups, it’s crucial to keep in mind that QuickBooks database corruption may also have unidentified causes.

How do you Fix Corruption in QuickBooks Company File?

With the help of free tools or by professional help, a corrupt QBW file can be repaired manually. It is important to fix the corruption in your QuickBooks Company File for effective results.

Method 1: Manual Method To Repair QuickBooks Company File

You can try to manually repair the QuickBooks Work File by using Verify & Rebuild Data utility by using the following steps:

First, open the data file and then log-in as administrator.
Then select the single user mode and then initiate data verification by clicking on the File > Utilities > Verify Data.

Manual Method To Repair QuickBooks Company File

The ‘Verify’ process might take some time, depending on how big your file is. If the process takes too long or doesn’t finish, try the following steps for a complete rebuild:

  1. Make a copy of the data file from the server and save it locally.
  2. If needed, enable temporary hosting on the machine where you copied the file, then open the file and sign in as the administrator.
  3. Click File > Utilities > Rebuild Data.
Manual method to repair company file step

Once the rebuild process is complete, save a copy of the repaired QBW file on both the local machine and the server. Please ensure that the new file is not hosted on the local machine and is given a name different from the original file.

Note: Rebuilding the file takes longer than the ‘Verify’ process. During the rebuild process, it is important to avoid interrupting it at all costs. If possible, refrain from using the machine while the process is running.

Method 2: Free Tools

Even though the manual method is simple to implement, it usually takes a lot of time to complete. Instead of this, a better approach would be to use a free QuickBooks Company File Repair Tool.

Here are some popular QuickBooks Work file repair tools:

Reboot.bat: It helps you to re-register various QuickBooks related components with Microsoft Windows.
QuickBooks Install Diagnostic Tool: With the help of this tool you can diagnose and repair a number of problems. These problems will be solved with the main focus being on the Microsoft .NET Framework.
QuickBooks Component Repair Tool: It usually fixes problems that prevent QuickBooks from running.
QuickBooks File Doctor: The tool effectively addresses various types of file and data corruption, including issues related to Windows setup and network configuration.

How to Stop Data Corruption From Happening Again?

To restore a corrupted QBW file with the software, follow these steps in order:

As per Intuit’s guidelines, if your QuickBooks Pro or Premier file exceeds 200MB, or your QuickBooks Enterprise file surpasses 450MB, it’s advisable to reduce its size. Here are a few options to consider:

  1. Utilize the “File Condense” feature to reduce your file size:

a) Create Journal Entries that summarize monthly activity before a client’s selected dividing date. This approach might require subsequent cleanup of the Balance Sheet.

b) Remove all transactions before a specific date. While more effective than the previous method, this option is time-consuming since it necessitates entering Opening Balance and Outstanding Accounts Payable, Accounts Receivable, and Banking information once complete.

  1. Start a new QuickBooks file with Opening Balances:

This method offers the most significant reduction in file size but also requires the most time to execute


Once you have fixed QuickBooks Company File corruption, you cannot be sure that it won’t happen again. However, you can minimize the risk factors that contribute to its happening and protect your data by safeguarding it better. In case the issue still persists, our team is here to assist you.

Frequently Asked Questions (FAQs)

Q1: Can I repair a company file if it is stored on a network or a shared drive?

On a network or shared drive, a company file can be repaired, but you must have the necessary permissions to initiate the repair process.

Q2: Can I repair a QuickBooks Desktop company file if it is in use by another user?

While it’s technically possible to repair a file while another user has it open, it is strongly advised against doing so. Proceeding with the repair process in such a situation may result in data corruption or damage.

Q3: How do I run a file repair in QuickBooks desktop?

The QuickBooks Desktop built-in tool, Rebuild Data, automatically corrects minor issues in your company file data. To access it, open the File menu, hover over Utilities, and select Rebuild Data. Next, click OK on the QuickBooks Information window. Follow the on-screen prompts to save a backup copy of your data.

Q4: How do I restore a company file in QuickBooks?

  • To restore a company file in QuickBooks, follow these steps:
  • Go to the File menu in QuickBooks.
  • Click Open or Restore Company to open the restore wizard.
  • Select Restore a backup copy (.qbb) and click Next.
  • Choose Local backup as the backup type and click Next.

Q5: How do I clean up my QuickBooks company file?

To clean up your data file, follow these steps:

  • In the File menu, select Utilities and then Clean Data.
  • Choose the first option to remove transactions before a specific date or outside of a date range.
  • Click Next and follow the remaining prompts.


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