How to Use QuickBooks Condense Service

Before going into the step-wise details of QuickBooks condense service, or unable to condense files in QuickBooks. It’s better to have an insight as to what does the condense utility do. Well, it helps in streamlining the QuickBooks data by reducing its size by removing the closed transactions. It creates a permanent smaller size archival copy of the file.

The condense process also helps in removing the old transactions which are in the closed status. In the below write up, we will look into the steps for using QuickBooks condense services.

Condense service for QuickBooks Desktop 2018 and earlier

There are some transactions that do not get condensed. You can find these transactions by running the program meant specifically for this purpose. Now, for running the condense service, you need to follow below steps:

Step 1. At first, you need to click on File> utilities> condense data.

Step 2. In the next window on the screen, you need to enter a specific date for choosing the transactions before a specific date.

Step 3. For getting a detailed view of transactions that cannot be condensed, you need to check on the option box with the title “create a report showing which transactions cannot be removed”.

Step 4. In the next step, click on Next > summarizes inventory transactions.

Step 5. Now you have to choose the way you want your inventory to be condensed and click on Next. Then select the group of transactions that you want to be removed and click on Next again. 

Step 6. Click on Begin condense. But it only runs the report but it will not condense the data. When the report opens up, you will have to fix the transactions manually and then prepare the company file.

Read More: What to do with a Huge QuickBooks File?

Condense utility in QuickBooks 2019 and above editions


The condense utility in QuickBooks 2019 provides the new option of removing the audit trails to reduce the size of the file while keeping the details of the transactions intact. It is a quicker method than the traditional one and it also reduces the risk of data damage. The standard or traditional option is also available if one chooses to go with that.

Step 1. Select File> utilities> condense data.


Step 2. Select the option of “Keep all transactions but remove audit trail info to date” in the window opened on the screen. It will also tell you as to how much size will be reduced.

qb transactions you want to remove

Step 3. In this step, you need to click on next, and this will lead to ‘working on your file now’ message appear on the screen. Once the process is finished a dialogue box/ window will open and let you know about the total reduction of the size of your file and location of backup before the optimization process.

Read More: How to Delete All Info from QuickBooks Desktop?

If you have any further queries or you get any QuickBooks condense error like QuickBooks software faces a system error while trying to archive data file, you can contact QuickBooks technical helpdesk via LIVE CHAT. Remember,

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