In this article, you get to know how to condense data in the QuickBooks Desktop. Data condensing means to compress the data or to reduce its size so that more files can be accommodated.

How to condense data in the QuickBooks Desktop?

Companies store a vast amount of data for research purposes, lead generation, customer outreach, information about the competitors, employees, products, services, among others. Large files keep getting stored in desktops, and space gets reduced.

As a result, companies have to delete the old data. However, the most preferred way of keeping the data intact and ensuring that it does not take up considerable storage space is to condense data.

In simple words, data condensing means to compress the data or to reduce its size so that more files can be accommodated. Companies that have QuickBooks tool hub software installed on their desktop can use the QuickBooks Condense Data Utility Tool.

It helps the companies to reduce the size of the data without destroying it. QuickBooks tool deletes the audit trail but keeps the record of complex transactions. If you are a QuickBooks user, you can condense data in QuickBooks Desktop by following the below-mentioned steps:

  • Go to the Menu option: The first step to condense data is to go to the file location and click on the menu option.

  • Press the Utility option: When you click on the Menu, some options will show up. Press on the utility option and then click on the condense file.

  • Enter transaction date: Once you click on the condense file option, a window will open up. Click on the first window. If you want to compress data from a particular date, click on the transaction option and then enter the date before which you want to condense the data. You also have the opportunity to prepare a report of the transactions that have an error or cannot be condensed.

  • Summarise inventory transactions: Press on the ‘Next’ button. You will also see the option of creating a summary of inventory transactions. It is advisable to prepare a report summarising the transactions.

  • Choose the condensing option: The next step is to press the inventory condensing option. Select the transactions that you want to condense and then click on the next opportunity. After that, click on begin to condense.

  • The QuickBooks condense tool will start running. It will show you the transactions that can be removed. You can click on the link and then select save and close. It will remove the errors in the transaction.

The above steps should be followed in the case of QuickBooks 2018 or earlier version. If you have a 2019 version of QuickBooks, the data condensing process becomes much more straightforward. Go through the below-mentioned steps to condense data:

  • Similar to the step, as mentioned earlier, you have to go to the file location, click on the menu option and then select utilities. After that, click on the condense data option.

  • You will see two options in front of you. The first one asks you to keep all transactions. It will remove only the audit trail information. This step will condense the data by 40%. It means that the file will get reduced by 18 MB.

  • The second option involves selecting the transactions that you want to remove. Depending upon your requirement, you can choose either of the condensing options.

  • While the file is being condensed, 'working on your file' pop-up will appear on the window.

  • Depending upon the original file's size, it will take a few minutes. When it gets finished, you will see the detail of the condensed file and the measure by which it has been reduced.

  • You will be able to see the location of both the condensed file as well as the backup of the original file.

These are some steps that you need to take while condensing the data.


In conclusion, QuickBooks is a desktop software that mostly use to help you with the books and accounts of an organisation. The software is heavy and takes a lot of space of your PC cause it has different files and tools.

The whole idea of this post is to make you aware of condensing the data in the QuickBooks Desktop software so that you can save some storage that will allow you to free some space so that you can use it for other things. Hope that this post adds some value to your information and worth your time.


You may also like

Facebook Conversations