Does it seem to take forever to run a report in your QuickBooks?
Maybe you can brew a pot of coffee while you wait for QuickBooks to open?
Seeing odd warnings and random crashes in your QuickBooks?
It's very possible that your QuickBooks data file may be getting too big for its' own good and preventive action needs to be taken before additional complications arise.
AN EXPERT OPINION ON QUICKBOOKS FILE SIZES
I wanted to get some additional insights on this topic, so I connected with Shannon Tucker, an expert when it comes to dealing with QuickBooks data files). Shannon is the President of AccountingUsers, Inc, and has consulted in thousands of accounting database cases over the last 20 years.
Here are Shannon's thoughts on file sizes in QuickBooks...
Note: You can see your file size by tapping the F2 key when your QuickBooks company file is open.
Q: In your opinion, how big is “too big” when it comes to QuickBooks Pro, Premier and Enterprise files
A: "It's a gray area, but let's say 200MB for Pro, 400MB for Premier, and 2GB for Enterprise. The best way to define "too big", however, is to say a file that a file is too big when it starts to get sluggish or unstable when you're using it in QuickBooks. That could be a bigger or smaller file than the numbers I gave above."
Q: What are some of the symptoms to watch for in QuickBooks when a file is getting too big?
A: "The most common one is poor performance -- slow. When it takes a minute to save an invoice, for example, the file is probably too big. The other symptom to watch for is random crashes. If the file is getting so big that it seems to be increasingly unstable -- it crashes or freezes up more than once in a blue moon -- then it may mean that the file is too big."
Q: What are the potential solutions for a QuickBooks file that has gotten too big?
A: "There are three approaches:
1. The classic approach is to start a new company in QuickBooks. That gives you a small file! But to get all your accounts and subaccounts set up again -- either by exporting/importing or rekeying -- is a hassle. And then to get your open transactions put in is a hassle. And to set up your users, permissions, memorized reports, custom templates....hassle.
2. Use the built-in condense command. QuickBooks revamped the condense command in their 2012 version, and when it works, it works pretty well! The problem is that a lot of times it crashes or freezes up or jumbles up your balance sheet. And the condense/clean up/archive commands that were available in versions prior to 2012 didn't really do anything at all.
3. Get your file supercondensed. This is a service that we offer to users of US and Canadian editions of QuickBooks. By removing all but the last couple of years' transactions, we can reduce file sizes from 50-80%, and this greatly speeds up and stabilizes the file."
As you can see from Shannon's insights, there are several options for you to consider to deal with QuickBooks files that are too big. Each option has pros and cons associated with it and the best answer for one business may not be the best answer for another.