Help for a Corrupt Quickbooks File

digging Knowing that people around the globe are fighting with their QuickBooks files, I decided to give some help for those who have run into a seemingly insurmountable wall: file corruption. This information is also included in a downloadable article I wrote called, “Nine Things You Never Thought You Could Do With QuickBooks.” For the entire article, simply sign up for our newsletter, and get the link.

Sometimes files become corrupt. At one time or another, all of us have tried to open a file that gives an error that the file has become corrupt and is no longer openable. Some files are more important, and corruption has varying degrees of detriment. For example, if you were to attempt to open your QuickBooks file only to get an error, you will likely go through all five stages of grief. The thought of re-entering data from scratch may even be enough for you to give up on record keeping altogether! Technology has improved, and more things have become openly available to the general public. Data recovery is now a very real option for most corrupt QuickBooks files.

First of all, you may be able to actually get to the file yourself. Sometimes the pesky file wont open and that is really the only error- with no actual corruption present. The following steps will give you a fighter’s chance at getting to your file without even picking up the phone:

Hold down the Cntrl key and double click the “QuickBooks® icon”. This will allow you to open the QuickBooks® program without opening your company file. Next, open the “sample.qbw file”. On the Edit menu, click “preferences.” Go to “Desktop View” (on left), “My Preferences” tab, and then select “Don’t Save Desktop”. Click “OK.” In the Reminders preference, enter “My Preferences” and clear the “show reminders list” check. Click “OK”. On the file menu, choose “close company.” Then choose “open company.” Click your company file once. Then hold down the Alt key and click “OK.” If you have a password, release the alt key, enter your password, then hold down the alt key and click “OK.”

This process should open your company file. You can run verify or rebuild, or delete a
transaction. This may solve your problem.

The above solution doesn’t always work. So let’s move to a worst-case scenario: you haven’t backed up in months and your file will not open at all.

Your QuickBooks® file, the ‘companyname.qbw’ file on your computer, still likely contains most if not all the information it always did. The problem is the file has become corrupt and cannot be opened by conventional means. Someone has to get down to the raw information that the file contains. This type of information is called binary data. If a person is able to get to the binary data, software programs are available to restructure the data so it can be opened once again. Many companies offer this service, and they don’t need to be local. Simply Google® “ QuickBooks ® Data Recovery” to find companies that offer a deal that meets your needs. The going rate for the service is between $300 and $1,000, a seemingly small price to pay compared to the cost of trying to start from scratch using your internal staff or your bookkeeper.

There are many other errors that can be repaired. Errors in installation and upgrading, lost passwords, and other miscellaneous errors all have a solution. Pursue offers QuickBooks® file recovery for a flat fee of $500.

From here on out, though, back up your file frequently onto an external drive. Just to be safe, store a copy of the backup off-site. That way, you can always re-install QuickBooks and open your backup file.