Resolve QuickBooks Desktop Performance Issues: Manage Your Data File

QuickBooks is a robust accounting software that provides multiple features to make your business more profitable. However, there can be some situations when you can face several performance issues in your QuickBooks software due to various causes. The most common causes for the performance issues are the issues you facing in your QuickBooks company file. In this article, we will be providing you the solution to resolve performance issues in QuickBooks Desktop.

QuickBooks Company Files stores all your financial data and its size kept increase as you use it and stores information in it. Increased file size of your company may lead to various errors or issues such as QuickBooks is not responding, QuickBooks keeps freezing, QuickBooks won’t open, QuickBooks unrecoverable error etc. Intuit has assigned particular size limit for QuickBooks company files and once the file size limit reaches or exceeds, you can face some performance issues. You can resolve this issue by performing the solutions provided in this article. If you want any kind of support for your QuickBooks errors and issues, you can contact us at our toll-free QuickBooks Enterprise Support Phone Number +1800-621-5491.

Before you move onto the solution steps, you need to make sure that the QuickBooks software and all other required applications are properly installed. If you are using QuickBooks on network, make sure that the QuickBooks Database Server Manager is properly installed on the hosting system. Your QuickBooks should be updated to the latest release to avoid most of the performance issues in QuickBooks.

Recommendations To Resolve Performance Issues

Reduce The Size Of The Company File

If you identify that the size of your QuickBooks company file is large and your QuickBooks software’s performance is not up to the mark then you have two options to deal with the situation, (1) you can update your QuickBooks subscription to a higher version or (2) you can reduce the size of QuickBooks company file.

In this section, we have provided the steps to reduce the size of your QuickBooks company file and they are as follow:

Important: You may find the following steps quite complex if you are new to QuickBooks. We suggest you to connect with a QuickBooks expert.

  • Run the Condense Data Utility
  • Truncate your company file: The option can’t be used for QuickBooks because Intuit don’t provide such services. The transactions can be removed from your company file up to a chosen date, then set up opening balances for the available date. This can be done by following steps:
    • You can send your company file to a third-party vendor or client.
    • By containing third-party data transfer and opening balances applications.
  • Start a new company file by following the below steps:
    • Open or creating a new company file will have zero impact of QuickBooks Desktop Payroll with Direct Deposit.
    • If you use Assisted Payroll, you need consult the payroll support department before starting a new file.
    • While creating a new file, you will have the following two options:
      • From the old or existing company file, go to File > New Company and perform the on-screen instructions.
      • Export your lists from the existing file for new file. Open the files and delete all the inactive or not so important list to clean the file.
      • Import the removed files to the new file.
      • Set up the opening balances. Go to to find utilities that will do this for you.

Set Company And Personal Preferences

Company Preferences

  • Sign to your company file with administrator rights.
  • If you are using QuickBooks in multi-user mode, you need to switch to single user mode by going into File > Switch to Single User Mode.
  • Now, navigate to Edit > Preferences and then click on Bills.
    • Navigate to the Company Preferences and then remove the checkmark from Warn about duplicate bill numbers from the same vendor
    • Click on Yes to save changes.
  • Select Items & Inventory from the left menu.
    • Navigate to the Company Preferences and then remove the checkmark from Warn about duplicate bill numbers from the same vendor
    • Click on Yes to save changes.
  • Select Sales & Customers from the left menu and clear the following checkboxes:
    • Warn about duplicate invoice numbers.
    • Warn about duplicate Sales Order numbers.
    • Click on Yes to save changes.
  • From the left menu, choose Search.
    • Remove the checkmark from Update automatically
    • Click Yes to save changes.
    • Once all the preferences are set, select OK.

Personal Preferences

  • From the main menu of QuickBooks, go to Edit > Menu > Preferences.
  • From the My Preferences window, click on Desktop View.
    • Click on Don’t save the desktop.
    • Remove the checkmark from Show Home page when opening company file.
    • Remove the checkmark from Show Getting Started
    • Click Yes to save changes.
  • Select General from the left menu:
    • Put a checkmark on Keep QuickBooks running for quick startups.
    • Click Yes to save changes.
      • If it is marked, startup of QuickBooks will be faster but it may run slowly.
      • If it is unmarked, QuickBooks will start slower but may run faster.
    • Select Reminders from the drop-down.
      • Remove the checkmark from Show Reminders List when opening a Company File.
      • Click Yes to save changes.
    • Select Reports & Graphs from the left menu.
      • Click on Don’t Refresh from the Reports and Graphs
      • Click to choose the Prompt me to modify report options before opening a report.
    • Select OK once you are done with setting all your personal preferences.

Automatic Updates

  • From the main menu of QuickBooks, go to Help > Update QuickBooks.
  • Go to the Options.
  • Click on No for Automatic Updates and then click on Close.
  • Click on OK.

Optimize QuickBooks operations

  • You have to reduce the your DB File Fragments because increased DB File Fragments decreases the performance of your system as well as QuickBooks.
  • Resort your Master Name List that includes customers list, vendor list, employees and other names, and your item list. You need to resort your list once a week.
  • Check the health of your data every week by using the Verify utility.
  • The Transaction Files (.tlg) maintains the data of changes made in your company file since that last backup. Heavy TLG files can also become a cause of performance issues. You do not have to remove the tlg file as it can damage your data as well. You just need to create backup your company file to reset the tlg files.
  • Restore your portable QuickBooks company file because doing this will re-index the QuickBooks data again.
  • There should not be a zero line on any transaction. A zero or a blank line adds another target for your data file and it also increases the file size. This can also reduce QuickBooks’ performance and the COGS may be wrong if you have cash basis with your inventory.
  • Run accrual reports instead of cash: Transactions, i.e. above 50,000, usually reduces the Sybase Sequel server. Cash basis reports may take a bit longer time to run because QuickBooks keeps a check on the transaction links to separate paid and unpaid path.
  • If you are facing performance issues while processing a payroll, you have to log off other users and then try to process payroll again.
  • Close all the QuickBooks related processes and other irrelevant processes using the Task Manager.
  • Remove all the forms and reports that are in queue to get printed.
  • If you are on multi-user mode, switch and use QuickBooks in single user mode.
  • Reboot your systems daily.
  • Log out from other company files if they are not currently active and you to suggested to log into only one account at a time.
  • Don’t perform long and heavy processes during the peak time of the day and don’t use the resources from other users.
  • Optimize reports: Optimizing reporting and printing reports can save your time and resource to an extent. The Sales Tax Liability Report and the General Ledger report comes under the category of long reports. Here are some tips:
    • Open the long reports in the off-hours while launching QuickBooks, overnight, over the weekend.
    • Customize and memorize long reports as per your convenient.
    • Store your company file to a system that is not being used very often and set driver to print from that system only.
  • Disable the in-built search indexing in QuickBooks. For this, you need to go to Edit > Preferences > Search > Company Preferences > (Unmark) Update Automatically and change the name to <Filename>.qbw.SearchIndex folder.


  • When you set QuickBooks Desktop search preference to automatic, the <Filename>.qbw.SearchIndex will get created automatically. QuickBooks uses the files from this folder to run a quick indexed search whenever you press the F3 key while being in a company file.
  • You can still search in your company file even after disabling the search index but it will take a bit longer time. If QuickBooks is still running slow then turn this feature ON again.
  • You can locate the .qbw.searchindex folder in the same folder where your company file is located. Example: C:\Users\Public\PublicDocuments\Intuit\QuickBooks\CompanyFIles\CompanyFileName.qbw.SearchIndex.

Maintain lists

Before you go onto the steps, perform the following:

  • Create a backup of your QuickBooks company file.
  • Merging two entries together won’t be undone in future.
  • Create an archive copy of your company file. When you merge two list entries, open the archived copy of your file to see the merged entries list.

List characteristics that can hinder performance

  • Your lists are reaching the list limits.
  • You list contains so many inactive entries that are not being used by you.
  • The customer list contains number of jobs underneath customers.
  • Multiple sub-accounts are present in your account.
  • Multiple sub-items are available in your item list.
  • The Customer, Vendor, and Employee centers contains custom-sorted name lists.

Custom Sorted Lists

  • Navigate to the Center (Customer Center, Vendor Center, etc.) which is having the performance issues.
  • Ensure that no diamond icon is present on the Name column.
  • Remove the diamond by clicking on it. It is not mandatory to be in the single or multi-user mode to remove the diamond.
  • Close the Center and open it again to check if the issue is resolved or not.

Modify Lists

  • Chart of Accounts: If you are using sub-accounts for tracking the income and expense usage source, you have merge all your sub-accounts or you can merge them to a parent account and set up classes to process the tracking.
  • Item List: Merge old, inactive items together that are not being used anymore by you. The merged items will lose their previous identity, so you should have an archived copy of individual history.
  • Customer List: Merge old, inactive customers together that are not purchasing from your company anymore. The merged customers will lose their previous identity, so you should have an archived copy of individual history.
  • Vendor List: Merge old, inactive vendors together from which you are not purchasing for your company anymore. The merged vendors will lose their previous identity, so you should have an archived copy of individual history.
  • Employee List: Merge old, inactive employees together that are not working in your company anymore. The merged employees will lose their previous identity, so you should have an archived copy of individual history. You also need to make sure that all their tax forms are up to date, printed and submitted to the required tax agencies.

Technical Support For QuickBooks Performance Issues

The provided solutions should be helpful for you and the performance issues in your QuickBooks should now get resolved. Your QuickBooks software should now run smoothly. In case, your QuickBooks software is still running slow then it might be possible that your system has low configuration. We recommend upgrading your system configuration and if you still the issues, reinstall your QuickBooks software.

If reinstalling QuickBooks software doesn’t help, then there are possibilities that your QuickBooks software is seriously damaged and you need to connect with the support department as soon as possible. For this, you need to contact us at our toll-free QuickBooks Support Phone Number +1800-621-5491 and get instant support for your QuickBooks issues.