How to Verify and Rebuild Data in QuickBooks?

Quickbooks Errors Solution

QuickBooks Desktop is a very effective tool that assists its users in running their businesses and managing their finances. The introduction of QuickBooks transpired a paradigm shift in the way accounts are managed and bookkeeping is done for businesses. However, even software like QuickBooks can experience glitches and malfunctions from time to time. But, there’s no need to worry as the errors aren’t so serious that you will have to stop all your work. In this article, you will be provided with information on how to rebuild the QuickBooks file. It has its own set of QuickBooks rebuild data repair codes. This makes the software fixable by the user itself, so you don’t need to seek the assistance of an expensive technician. Also, since you will have to use the software for a long time, it is better for you to know the fixes.

What kind of issues can arise?

QuickBooks is a multi-faceted tool that can be plagued by a plethora of problems. This can be caused mainly due to the presence of viruses or malware. These malicious files have a tendency to affect the software. This may result in an inadvertent selection of setup files that are crucial. This can later lead to other technical issues occurring in your system. The following are some of the issues that can plague your system:

  1. Your computer freezes all of a sudden the whilst you are operating.
  2. The response time of your computer is extremely slow especially to the commands of your mouse or keyboard.
  3. Your Windows is unable able to start up properly.
  4. QuickBooks screen starts displaying errors and indicating a requirement of rebuilding and verifying.
  5. QuickBooks is unable to open up properly and starts logging off quite frequently.

How to Rebuild the QuickBooks Data File?

Repairing and rebuilding a QuickBooks data file is all a part of the entire QuickBooks module. All you need to do is follow some of the steps provided to mitigate the issue. The steps will make sure that you are able to rebuild and verify your software. Consequently, all your QuickBooks related problems and glitches will get sorted out. Also, you will not lose any of your important transaction data. We can confidently assure of this because QuickBooks has the option of saving backups even while experiencing issues. All you need to do is to follow the steps provided below and your software issues will be resolved in a jiffy:

rebuild QuickBooks data file
  1. To begin with, you will need to gain access to and operate the QuickBooks rebuild data utility from the software.
  2. Then, navigate to the File menu and click on the option of Utilities. After that, select the option of Rebuild Data.
  3. Within a brief moment, you will be able to see a QuickBooks Information window. Click on the OK option once this window pops up. Further instructions for resolution will be provided on the screen. The information will also assist in showing you how to save a potential backup.
  4. Once you have successfully executed the previous step, you might see that your window and screen is inactive. Do not fret in such an instance. Keep in mind that as long as you can see that the cursor of the mouse is mobile, the QuickBooks rebuild data function is still under the procedure.
  5. Finally, you will have to click on the OK option in order to complete the procedure.

Why do you need QuickBooks Rebuild Data?

  • Transactions are missing.
  • The business file fails to open.
  • Names are lost from the company list.
  • Balance sheet reports are not showing all the accounts.
  • You receive error messages while using QuickBooks.
  • You are not able to save transactions.
  • QB break down when you click on the option to save a transaction.

How to Monitor and Reduce database pieces?

Verify that the database doesn’t have 10 or more fragments. If it has, then you need to decrease it by following the steps listed below:

  1. Arrange List: Go to list menu and select resort list.
  2. Rebuild File: Once you resort the list, follow the above methods to rebuild data file.
  3. Create portable Company File: Creating a portable company file is the most convenient way to reduce database pieces. And then restore the company file.
  4. Run Windows Defragmentation Utility: Defragmentation reduces the chances of corruption therefore, run this tool where the application file is saved.

Process to Run QuickBooks Verify Data Utility

The process of using the verify command is almost identical to the steps provided above.

  1. You will have to gain access to the utility window.
  2. Open up the File menu this time and search for the option of Verify Data.
  3. Then, you will need to follow all the instructions provided and proceed to save back-ups as mentioned above.
  4. You can then move on to the rest of the tasks, once the verification of data is complete.

We hope this article has provided you with the information on the topic QuickBooks rebuild data. Even after following all the steps you might still be facing issues related to QuickBooks. In such cases, connect with Our QuickBooks Error Technical Support at toll-free number +1-888-300-3913.

How to Identify and Repair QuickBooks File Corruption

Repair QuickBooks File Corruption

When it comes to managing the financials of a small to medium sized company, most business owners begin with a do-it-myself mentality by handling their own books. Software programs such as Intuit’s QuickBooks® can make this a relatively easy process for the non-accounting professional, but every once in a while a glitch can leave you guessing. One problem that can cause great frustration is a damaged or corrupt QuickBooks File, so we asked one of our in-house QuickBooks ProAdvisors to map out the steps for identifying and repairing a damaged QuickBooks file.

The QuickBooks Data File is really just a big database. It does not contain any programs or moving parts (this is all in the QuickBooks Software). To be read correctly by the software, the data has to be ordered and sequenced correctly in the file. When a data file is small (under 200 MB) it is easy for the software to keep the data in the correct order and add new data in the correct place so it knows where to find it for future use (e.g. reporting). When the data file grows larger than this, the software struggles to keep all of the data in order. This can result in incorrect reports, and one obvious place to start is by looking at the Balance Sheet. If the total Assets do not equal total Liabilities and Equity, then you know you have a problem. Corruption can also be found by comparing the balances in like accounts on different reports. Net Income, Accounts Receivable, Accounts Payable and other balance sheet balances can be compared to other reports in QuickBooks. If these amounts do not tie, then the QuickBooks File could be corrupted.

A corrupt file can cause additional problems for you if it’s connected to any outside reporting programs. If those programs use automatic sync managers to connect to QuickBooks, you’ll likely encounter incorrect reporting in those programs or even a failure in the sync process itself. The good news is that you can fix data corruption by using tools provided within the QuickBooks Software program, however, be advised that fixing the corruption without reducing the size of your data file means this problem will return.

How to Fix Data Corruption in QuickBooks

  1. Make a separate back up or file copy of your data file before verifying or rebuilding to protect you against permanent loss of your data.
  2. Run the QuickBooks ‘Verify Data’ function. This will confirm the corruption in QuickBooks and recommend a ‘Rebuild Data.’ (Note: the file should be in single-user mode when running the Verify Data process.)
  3. Run the QuickBooks ‘Rebuild Data’ function. This process essentially pulls all of the data in the file apart and reassembles it in the correct order.
  4. Run the QuickBooks ‘Verify Data’ function again. If the verify completes, test the file by running the reports that were showing errors to see if they have been fixed. If the errors still exist, there is most likely corrupt data (not just data that is out of order).

How To Identify Data Corruption

Once you complete the previous ‘Verify Data’ and ‘Rebuild Data’ steps, you need to review the logs that QuickBooks created for the data verification you just performed. These logs will indicate any items or transactions that are causing problems. With this information, you can go back and delete or delete & replace the corrupted items. Continue down the log and address each item until the file verifies. (see also Intuit support at )

How to Stop Data Corruption From Happening Again

According to Intuit standards, if your file size exceeds 200MB for QuickBooks Pro or Premier or 450MB for QuickBooks Enterprise, you should reduce the size of your file. You have a couple of options:

  1. Use the “File Condense” functionality to reduce your file size.

a) Create Journal Entries that summarize the monthly activity before a client selected dividing date. This method will usually require some clean up of the Balance Sheet afterwards.

b) Remove all transaction before a certain date. While more effective than the previous, this method takes longer to perform because it requires entry of Opening Balance and Outstanding AP, AR and Banking once complete.

2. Start a new QuickBooks file with Opening Balances. This will provide the most significant reduction in file size, but understandably, it also requires the most time to complete.

While these steps may resolve your current file corruption issue, if the problem runs deeper (QuickBooks was not set up correctly or proper processes and procedures are not in place), then you will continue to experience what we refer to as “garbage in, garbage out” syndrome. Timely and accurate financial information goes a long way towards helping your business grow, and outsourcing your QuickBooks system design and setup as well as your bookkeeping functions can give you peace of mind as well as free up your time for more valuable and strategic tasks.


Verify Data self-identifies the most commonly known data issues within a company file while Rebuild Data self-resolves most data integrity issues that the Verify Data finds.

Common reasons to use the Verify and Rebuild features:

  • Fatal errors when you use QuickBooks Desktop.
  • Discrepancies on reports, such as invoices or bills that post with a negative values.
  • Deposited payments show up in the Payments to Deposit window.
  • Balance sheet reports do not show all accounts.
  • Names are missing from lists.
  • Transactions are missing.
  • Run a well-data checkup to make sure your company file is error free.

Choose Window > Close All.

Verify Data. Choose File > Utilities > Verify Data.

If you see:

“QuickBooks detected no problems with your data,” no further action is needed.

A specific error message, there may already be an article for it. Try searching for it in our QuickBooks Desktop support site for specific instructions.

“Your data has lost integrity,” indicates there is data damage in the file.  Continue to the steps below to Rebuild Data to correct the problem.

Note: Assisted Payroll customers should consult an Assisted Payroll agent before running Rebuild Data.

Rebuild Data.  Choose File > Utilities > Rebuild Data.

You will receive a warning message to backup your company file, press OK.

A rebuild requires a company file backup beforehand because in rare cases the process may need to delete transactions or list entries to fix the file.  A backup of your company file will ensure you have a secured copy of your company file before any changes are made to it.

Select where you want to save your backup, then select OK at the bottom of the QuickBooks Desktop Backup window.

    • If a message asks if you want to replace another backup file, click NO. Enter a new name in the File name field and click Save.
    • If the backup fails, select Cancel at the Rebuild prompt and contact Payroll Support for additional assistance.

The Rebuild Data utility starts as soon as the backup is finished.

Click OK when you get the message “Rebuild has completed”.

Run Verify Data again to check for remaining data damage. Choose File > Utilities > Verify Data.

If the Verify detects additional damage it means the damage will need to be manually corrected. Locate the error within the qbwin.log and search for a resolution at the QuickBooks Desktop Support site.

If your error cannot be found, you can try restoring a recent backup. Choose File > Restore.*Make sure that you do not overwrite your existing company file. Any information entered in the company file since the backup was created must be manually reentered after you restore.

For additional assistance contact Payroll Support.

How to Verify and Rebuild Your QuickBooks Data: Video Tutorial

Did you know that we recommend that you verify and rebuild your QuickBooks data every quarter? When was the last time you did it? Get to it!

Verifying and Rebuilding QuickBooks Data Video

We’ve created a quick and simple video tutorial to help you through the process. You can find text directions below the video.


1. Admin Access to your company file ( local ) and single user
Important: If the company file is on a network drive, copy the file to your local computer before attempting to run this utility. Never rebuild or update a company data file that is located on a remote drive (for example, by accessing it over your network)

Verify Process:

1. Choose Window > Close All.
2. Choose File > Utilities, (or File > Maintenance in Simple Start), and then select Verify Data. If the message QuickBooks detected no problems with your data appears, you do not need to take further action.

verify and rebuild quickbooks data

3. If the message Your data has lost integrity appears, there is damage in the file.
QuickBooks displays instructions for using the Rebuild Data utility to attempt to repair the data damage.
4. After you use Rebuild Data, use the Verify Data utility again to check for any remaining

Rebuild Process:

1. Choose Window > Close All.
2. Choose File > Utilities > Rebuild Data. (In Simple Start, choose Maintenance > Rebuild Data.)
3. When a message warns you that rebuilding requires backing up your company file, click OK.
4. At the bottom of the QuickBooks Backup window, click OK.
5. If the backup fails, select Cancel at the Rebuild prompt. Then make a copy of the company file and try to use the Rebuild Data utility with the copy of the company file. Give the copy a unique file name. Caution: Do not try to rebuild your original company file if the backup is not successful. This may lead to permanent data loss.
6. The Rebuild Data utility starts as soon as the backup is finished. Click OK when you get a message that the rebuild is complete.
7. Close your rebuilt company file, and then reopen it to refresh the lists in the file.
8. Choose File > Close Company.
9. Choose File >Open Company. Select the company you want to open, and click Open.
10. Review your check register and your Balance Sheet and Profit and Loss reports.READ  Trapp Technology to Attend NAHB International Builders’ Show 2014

Why should I Verify and Rebuild my QuickBooks file?

From the Intuit support pages:

The Verify Data utility (akaVerify) is your primary tool for detecting transaction damage and list damage in your company data file. While and it does not detect all of the damage that might be in your file. Verify also detects damaged memorized reports and some list damage.

The Rebuild Data utility repairs transaction and list damage in your company file.

Verify Data detects many types of data damage; it can detect only the damage that it is programmed to find. Likewise, the Rebuild Data utility will only repair damage that it is programmed to fix.

Both utilities record certain progress and errors in the Qbwin.log file in Windows and the QuickBooks.log file when using QuickBooks for Mac. The amount of time that will be spent running each utility depends on the size of the file, the speed of the machine and the condition of both.

About the Trapp Technology Help Desk

The Trapp Technology Help Desk website is a one-stop shop where you can take care of tasks such as adding or removing users, and updating your financial professional’s information.

While we provide many ways for you to update your cloud settings online, we know that there’s nothing that can replace a live support staff. Trapp Technology prides themselves on being 100% U.S.-based, and that includes our phone support. You can reach our support team from 8:00 AM–9:00 PM EST. If you have a support need outside of those hours, you can reach us through our 24/7 on-call support. All of these support features are included in your cloud hosting at no additional charge. Part of our help desk solution includes a dedicated on-boarding specialist that will assist your move to the cloud. We’ll take care of facilitating conference calls and make sure you are up and running smoothly.

How to Rebuild QuickBooks Data File to Fix the Corruption?

Summary: The blog defines the reasons that lead to QuickBooks corruption and data damage as well as describes the procedure to Rebuild QuickBooks data file using built-in Rebuild Data utility. It also suggests an alternate QuickBooks recovery solution for recover QBW file in case of higher damage.

QuickBooks, accounting software built for medium and small sized business sectors is error free and user-centric application. Two most popular built-in utilities being offered by the application are Verify Data and Rebuild Data. The former identifies most commonly occurred data issues while the latter resolves data integrity issues found by Verify Data utility.

The most common reasons for using the Verify and Rebuild utilities are when severe errors appear while you use QuickBooks desktop and any discrepancies found on reports such as the bills or invoices being a post with negative values. Other reasons that call upon the need to rebuild QuickBooks data file are:

  • Deposited payments are displayed in the Payments to Deposit section
  • When balance sheet reports do not display all accounts
  • When data checkups are run to ensure that the file is error free
  • Transactions are missing or displayed inaccurately in the window
  • When names found missing from the lists

Procedure to Rebuild QuickBooks Data File Documents

The process to rebuild QuickBooks data file is quite simple and straight forward.

  1. Open QuickBooks and then click on File.
  2. Click on Utilities and then select Rebuild Data.
  1. If the application displays a warning message for backing up the file, click on OK.
  2. The application will then display Rebuild has completed, click OK.
  3. Then run Verify Data to check for the remaining data damage.


  • If the application displays ‘QuickBooks is not responding’ message, move the mouse indicator and wait for the data rebuild process to complete.
  • If the verify operation fails to accomplish successfully, attempt to repeat the process till the application verifies the file for persisting messages.

Even though there are several procedures available to rebuild QuickBooks data file.

Manual Ways to reduce QuickBooks File Corruption

You can reduce the corruption risk by implementing some manual techniques.

Specify File Volume to Reduce Corruption Risk

The overall size of QuickBooks file largely contributes to corruption, but it is not always necessary that only large files turn corrupt. It can be said that larger the volume of the file, greater the risk of corruption. Thus, it is recommended to constantly monitor the size of the file and keep it under control.

Rebuild QuickBooks Data File

Monitor and Reduce Database Fragments

The number of database fragments can be monitored in the Product Information window. If the database has 10 or more database fragments, you can follow the given procedure to reduce the fragments.

  1. Resort List: In the list menu, use Resort List option. Re-sorting the list through list headers will not put the same re-organization effect on the file.

Note: Some lists may not show Resort List selection

  1. Rebuild File: After re-sorting the company file, you can use QuickBooks data file rebuild utility by following the procedure mentioned in the initial section of the blog. Rebuild Quickbooks Data file  data utility can also be used to repair the risks of corruption.
  2. Create Portable Company File: One of the most preferred ways to reduce database fragments is creating a portable Company file and then restore the Portable Company file to re-index the database.
  3. Run Windows Defragmentation Utility: The fragmentation level of the hard drive can affect the fragmentation level of the accounting application database; therefore, you can now run Windows defragmentation utility on the hard drive where the application file is stored.

General Network Issues & Maintenance

In a multi-user environment, incorrectly configured routers can affect the QuickBooks performance thus increasing the risk of corruption. If the network interruption is caused due to incorrect configuration of the Server or malfunctioning of the hardware components, the QuickBooks data file may turn corrupt.

Corruption in QuickBooks data files may occur if there is anyone or combination of issues persists within the network:

  • Any connection issues exist with routers
  • Any Operating System issues
  • Hardware or network driver issues persist on workstation network adapters

Corruption due to Transaction(s):

If the corruption in QuickBooks data file is associated with one or more transactions, you can attempt to repair the issue by first deleting and then re-entering the transactions. To find the particular transaction that is creating an issue, it is recommended to search the document number in the report and then delete and re-enter the transaction.

Corruption in the QuickBooks database file can cause discrepancies in the Balance Sheet. If any imbalances are found in the file even after executing above workaround methods, you can try alternate recovery techniques.

Points to Consider:

  1. If QBW rebuild utility fails to recover the database from errors and damage, it is recommended to look for another recovery solution.
  2. If you fail to find the error persisting in the QuickBooks file, the best way to resolve the issue is to restore it from backup.
  3. Make sure that the existing Company file is not overwritten. Any additional information is entered since the last backup must be entered manually after the restore function is done successfully.

What to do when Manual QuickBooks Rebuild Fails

Stellar Repair for QuickBooks Software helps to recover all types of corruption in the application and retrieve crucial business information related to employees, vendors, services, customers, etc. To check the amazing features of this QBW file repair software, click on the Download button:

Several benefits are offered by the QuickBooks file repair application. which are as follows:

  • This QuickBooks repair software helps to recover all the components of the QuickBooks database file including paychecks and payroll transactions.
  • The major benefit is that it acts as a comprehensive .QBW recovery solution and supports the recovery of multiple currencies.
  • All the recoverable components can be previewed with the help of the software before actually performing the recovery procedure.
  • Complete Recovery is done including Items and Services, job information of customers, job information of vendors, charts of accounts, transaction information of customers, and much more.
  • Selection of QuickBooks file can be done from any user defined location for performing the recovery operation. If the location of the QuickBooks data file is unknown, the tool allows searching and locating it right from the tool panel.
  • Whenever a repair is performed, the tool saves the log report corresponding to each and every task is executed for repairing a particular file. This information can be used for future reference.
  • It supports QuickBooks 2020 and all lower versions.
  • The software is compatible with Windows 10, 8, 7, Vista, XP, Server 2003 & 2000.

Hence, above discussed manual and alternative methods to rebuild QuickBooks Data File can be savior for you to fix the severe corruption in your QBW file. Don’t wait to try and let us know the feedback!

Also Read :- How to Resolve Email Issues in QuickBooks Desktop?

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