Know the easy steps to delete a company file in QuickBooks

Do you wish to delete a QuickBooks desktop company file? Well, your query will be resolved once you will go through this segment. Deleting the file will be helpful to prevent it from showing in the list of company files. You can locate and delete it like other files on the system. Furthermore, you can type one of the following into the search bar in the start menu. Before you start with the procedure, it is very much essential for you to ensure to include the asterisk before the extension type so as to ensure the search works correctly.

  • *.qbw (Working Files)
  • *.qbb (Back Up Files)
  • *.qba (Accountants Copy Files)
  • *.qbx (Accountants Transfer Files)
  • *.qby (Accountants Change Files)

To get a better insight, make sure to read ahead!

Important Instructions to Note Before Deleting the Company File

There are certain instructions to follow before deleting the company file from your QuickBooks account. The instructions are as follows:

  • You would have to Sign in to your QuickBooks Account
  • Furthermore, head to the Charts of Accounts.
  • The next step is to look for the File menu.
  • You would have to click on the option of Close company.
Close Company - Screenshot Image
  • You will further see a drop-down will appear, and you will have to choose the Edit tab.
QuickBooks edit company list - Image
  • Select the Company file you want to delete and put a checkmark next to it.
  • Click on the OK tab.

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Steps to Locate the Company File in QuickBooks Desktop

Locating the company file in the QuickBooks version involves certain steps, which include the following:

  • Locate the company file in QuickBooks Windows (Pro, Premier, and Enterprise)
  • You need to first head to the QuickBooks software and locate the file which you wish to delete.
  • In order to open the company, choose the option to Open a company file and click on the Next tab.
  • Furthermore, select the File which you want to Delete and click on Open.
  • You can get the location of the file, to do that, click the F2 key, which shows the path of the file stored in your computer.
  • Lastly, close the QuickBooks and then click on the File and Exit tab

Locate the company file in QuickBooks Mac

For QuickBooks Mac, the following steps need to be performed to detect a company file.

  • Herein, you would have to double-click the QuickBooks software and the company file which is to be deleted.
  • Head to the top menu bar and click on the Help tab and select options Product information.
  • You will see a new screen opening, and head to the bottom and see the file location.
  • Follow the File path to Delete the file.
  • The path would be as follows: Files > Intuit > QuickBooks > Company files > File name.
  • Lastly, close the screen, and you are good to go.

Alternative Method to Delete QuickBooks Desktop Company File

There are different guidelines to follow for different kinds of accounts. Check out to find which one suits you the most.

Just in case your account is older than 60 days in activation

It should be noted that you cannot purge the company data, just in case it has been active for more than 60 days. Under this process, we will cancel the account and take a new subscription.

Cancelling the account

The steps for the cancellation of the account are given as under:

  • You would first have to Sign into the QuickBooks Online company file.
  • And then, head to the Gear icon and opt for it.
  • You would then have to Browse to the account.
  • And click on Update credit card.
  • Move to the Subscription status section and click on the Cancel Subscription link.
  • At last, carry out the prompts that appear on your screen and complete the cancellation process.

Start a new account

After the cancellation of the account, it is now time for you to set up a new account, the steps for which are given below:

  • For this, you would have to Sign in to QuickBooks on Intuit from your browser and then hit Enter tab.
  • Use the same old ID and password to login or use the new credentials.

Just in case your account is not older than 60 days in activation and you require to import the QuickBooks desktop company file.

Note that the QuickBooks online data, once deleted or replaced, cannot be restored.

  • You are supposed to Sign in first.
  • And head to the upper right corner of the screen and select the Gear icon.
  • Click on the Import desktop data option.
  • And further, go for the appropriate version and perform the on-screen instructions to import the data.

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Summing Up!

That was all you need to know in order to completely delete a company file in the QuickBooks desktop version. As always, if you have any queries, comments, or concerns, call us at 1-800-761-1787! We’re a center of accounting experts who are tech-savvy and work all day and night to offer the best support possible in support of QB users. Therefore, do not hesitate to contact us, and our QuickBooks desktop support staff will contact you within a short time.


Is it possible to delete a QuickBooks Desktop company file directly from within the software?

No! The Company file cannot be directly deleted from within QuickBooks Desktop. You need to locate the file on your computer’s hard drive or network location and subsequently delete it manually.

Can I recover a deleted company file in QuickBooks?

The deleted company files can only be recovered if they haven’t been emptied from the recycle bin. However, if you used the “Ctrl + Shift + delete” short key to delete the file, or emptied the recycle bin, then the file cannot be recovered.

Is it possible to delete a QuickBooks Desktop company file if it is being used by another user?

It is advised not to delete a Company file if another user is using it, as deleting the file may cause data corruption and ancillary technical issues.

Can I archive or compress a QuickBooks Desktop company file?

Yes! You can go for the compression of the company file to reduce its size. However, it is pertinent to note that such compressed files won’t be accessible through QuickBooks.


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