QuickBooks File size is too large

It is Tax Time again! When you send your QB file to the accountant one of the better ways to do so is to use the Accountants Copy Feature. Click File, Send Company File and then Accountants Copy. Doing so prompts an error that states the file is too large, exceeding the 200 MB limit for sending it this way. To reduce the file size and send it in this manner, do the following:

Steps to Shrink Your QuickBooks File

1. Create a Backup: Always back up your company file before making changes.

• Use the Condense Data Utility:
  • Go to the File menu.
  • Select Utilities.
  • Choose Condense Data.
  • Follow the prompts to remove old transactions and reduce file size.

• Remove Unused Lists:
  • Navigate to Lists.
  • Delete any unused items, accounts, or customers.

• Archive Old Transactions:
  • Consider archiving older transactions that are no longer needed for daily operations.

• Rebuild Data:
  • Go to the File menu.
  • Select Utilities.
  • Choose Rebuild Data to fix any data issues and potentially reduce file size.

In our case the file was reduced 21% thereby allowing it to be sent to the Accountant using the built in tool. Please note that Step 5 is vital to complete.