Here are some files that have been sent to us recently. They are pretty big! (You can find out how big your QuickBooks file is by pressing F2 in QuickBooks.) How does your file compare?

Enterprise 14. 5.7GB. File fails verify and needs supercondensing.
Enterprise 13. 1GB, but 61,000 customers. Sluggish.
Enterprise 14. 1.8GB. Repeat customer, file had grown large again after a couple years.
Enterprise 15. 3.2GB. 30,000 items. Footing errors.
Enterprise 11. 8GB. Sluggish.
Enterprise 15. 700MB. Not big, but unstable.
Enterprise 15 Canadian. 750MB. Bloated lists.

Premier 2014 Canadian. 390MB, pushing the 14,500 limit on items.
Premier 2015 Nonprofit. 2GB. Slow in saving transactions and reporting.

Pro 2015 Canadian. 750MB. Too big to migrate to QuickBooks Online.
Pro 2014. 420MB. Sluggish.
Pro 2014. 300MB. Customer and item list bloated.

And the biggest kahuna of them all: QB Pro 2013, 9GB. File fails verify. That’s right, this is a Pro file! This file had over 30 million transaction links in it — the most we’ve ever seen in any QuickBooks file.

RELATED: Interview/Case Study: QuickBooks User with Large File

What did the users do? They sent us the files to be supercondensed and/or repaired. Sometimes rebuilding and condensing files within QuickBooks works. When it doesn’t we can (most of the time) repair and supercondense a file even when the built-in tools in QuickBooks fail.

Is your file’s size of concern? How about list size? How does it perform?

10 thoughts on “THESE Are Large QuickBooks Data Files…and What Users Did

  1. The BEST thing to do with Large files is to Archive/condense them.

    You can eliminate the OLD years that you don’t Need!

    The problem… if the file is messed up and transactions NOT corrected, then all the data going forward is messed up.

    The Fix… Go to an older year and do some AJEs to try to reconcile to a year that you feel most comfortable has the “correct” balances, at least on the B/S.

    Then Archive the file going forward.

    The current amounts should be “correct” as Best as you can get it!

    Hopefully, the accountants are doing their job in giving back the AJEs to their clients to reconcile at least the Annual B/S amounts which should tie in with their tax returns!

    • Hi QBU,

      You’re right about the potential value of the built-in condense command in versions 2012 and forward. Sometimes it works great. But often times it freezes, shows errors, or messes up the balance sheet. But when it works great, it works great! Many of the files mentioned above tried the built-in condense command and it failed.

      But it’s a great suggestion, thanks.

      • Sometimes it may involve the PC environment and not the QB files themselves.

        Working over a network? Check the network connections and software.
        Working with Older PCs? May need Newer ones for the processing power!
        Was there any electrical issues? Any UPS backup device?

        It’s not just the QB file itself that may have caused the problems.

  2. Not quite the biggest of them all… 22.4GB, Enterprise 2014. Never condensed, running perfectly. Verifies, rebuilds every month (takes just 6 hours), and even our VPN users are running smoothly. Reading this makes me realize how lucky we are!

    • You’re lucky that the file isn’t corrupted or don’t have issues considering the size of ~22.4Gb which will just grow.

      Define ‘running perfectly’. If it’s SLOW, it’s NOT running ‘perfectly’.
      Even with newer PCs, the file is massive!

      One does NOT NEED to have such a massive file.
      Rebuilding every month takes ~6 hours?! THAT is a sign to condense and trim the file.
      One only really needs 1-2 years worth of PY information.
      Keeping >10 yrs worth of Old information is Unnecessary and slows the file down.

  3. How do I test for stability? It’s been doing odd things lately like being unable to memorize the desktop at shut down, but totals and reporting seem to work fine.

    File is 295 mb, goes back live to 2001, converted about a year ago from 2004 Pro to 2014 Pro. Targets 259200, names 1615

    Also, if one is archiving something large, would anybody know if there’s any advantage to doing it iteratively, e.g., cutting the live portion down to 9 years, then 6, then 3?


    • Peter,

      As far as stability, will your file verify and rebuild in its current condition? That’s a pretty important gauge.

      When you run the built-in condense, it should go in one step. If it goes to sleep and can’t finish, then you might try doing it in multi-year stages.

      Thanks for the question.

  4. Pingback: Play Good Offense AND Defense with QuickBooks in 2019 « QuickBooks and Your Business

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