Quickbooks Condense Data Utility- Detailed Guide

 QuickBooks company files entails all the transaction details and a variety of other entries inclusive of customers and vendors. With each passing day, these types of data can increase the size of your company file to become fairly large, which further affects the loading time especially over a network setup. However, to eliminate all the queries that occur due to the increase in file-size, Intuit developed QuickBooks Condense Data Utility that helps to condense data within QuickBooks company files. However, this feature was first introduced with the 2002 edition of the software and has further continued to advance with time. QuickBooks has a built-in utility that allows you to reduce the size of your QuickBooks data file. The QuickBooks condense feature condenses closed transactions into summary journal entries. If any list items are not used, it gets deleted from QuickBooks.

 

What Is The Ideal Size Of A QuickBooks Company File?

When it comes to the earlier versions of QuickBooks (2006 or lower), they didn't have strict guidelines when it comes to how large the size of your company file could be:

  • QuickBooks Pro : 10mb – 50mb

  • QuickBooks Premier: 50mb – 300mb

  • QuickBooks Enterprise Solutions: 300mb and up

However, for QuickBooks 2012 or higher versions, there is no maximum file size limitation. However, the preferred QuickBooks company file size should be nearly:

  • QuickBooks Pro : 1 to 1.5 GB

  • QuickBooks Premier: 1 to 1.5 GB

  • QuickBooks Enterprise Solutions: 1GB to 2GB


Which Version Of QuickBooks Company File Can You Process?

Below we have listed all the versions of the QuickBooks application whose files you can process using the QuickBooks condense data utility:

  • QuickBooks Pro/Premier (2007 – present)

  • QuickBooks Pro/Premier Canadian (2012 – present)

  • QuickBooks Enterprise 7.0 and beyond (2007 – present)

  • QuickBooks Enterprise Canadian 12.0 and beyond

Various Ways To Compress The Size Of Your QuickBooks Company File

Below we have mentioned three most preferred ways that can help you shrink or compress the size of your QB company file

  1. Condense or Cleanup QuickBooks

QuickBooks has a built-in utility that will allow you to reduce the size of your QuickBooks company file. The QuickBooks condense operation feature condenses closed transactions into summary journal entries. If you are not using any of the list items, they will get deleted from QuickBooks (lists: customers, employees, vendors). However, there are several other transactions as well that the Condense operation does not remove. The process keeps your data secure by minimizing the risk of data damage. However, you need to know that condensing data in your account is irreversible. Follow the below-given steps to condense your company file by using the QuickBooks condense data utility:

  • Open the QuickBooks application and go to the File menu.

  • From there, select Utilities followed by Condense Data.

  • Further, you need to select the best option using which you would want to condense your file, then click Next.

  • After that, select the transactions that you want to remove, then click Next.

  • Lastly, click on Begin Condense.

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  1. QuickBooks Supercondense

The QuickBooks SuperCondense service is an advanced version of the QuickBooks condense process that helps you to compress the size of your company data file by 40-75%.


  1. QuickBooks File Size Reduction service

If due to any reason you do not want to condense the size of your company file, we would recommend you to opt for a QuickBooks File Size Reduction service that will reduce the file size by re-indexing and optimizing the data file. It will copy all transactions into a new, clean company file and remove unnecessary temporary data. Since all your transactions are copied into the new data file, all financial reports will match the source of the original company file while significantly reducing the file size of the company data file.


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