QuickBooks Rebuild Data

QuickBooks is an error-free, user-friendly accounting program designed for medium- and small-sized businesses. The application’s two most used built-in tools are rebuild data and verify data. While the latter fixes data integrity concerns discovered by the Verify Data program, the former finds the most frequently occurring data errors.

The verify and rebuild utilities are typically used in response to serious mistakes that arise while using QuickBooks desktop and any discrepancies that are discovered on reports, such as invoices or bills that are posted with negative values.

The following are additional factors that necessitate rebuilding the QuickBooks data file.

  • The Payments to Deposit section shows the payments that have been deposited.
  • When all accounts are not displayed in balance sheet reporting
  • Upon performing data checks to guarantee the file is error-free
  • There are missing transactions or erroneous transaction displays in the pane.
  • When names discovered to be absent from the lists.

What is Rebuild Data?

Rebuilding a database involves employing a series of restore processes to restore the database or a portion of its table spaces. Database rebuild functionality adds strength and versatility to Db2 database solutions and gives you a more comprehensive recovery solution.

What is the Procedure to Rebuild QuickBooks Data File?

Rebuilding QuickBooks data files can be tricky which is why you should  know the exact process. Here is a step by step process on how to rebuild QuickBooks data files.

  • First open QuickBooks then open the file.
  • In the Utilities Bar select Rebuild Data.
QuickBooks utilities rebuild data
  • Click OK if the program asks you to backup the file after alerting you.
  • After that, the application will say “Rebuild has completed.” Click “OK.”
  • Run Verify Data after that to see whether there is any more data harm.
Important Note...

If the application says ‘QuickBooks is not responding’ text, then move the mouse indicator and wait for the data process to complete. In case the verify operation fails to get fulfilled, then attempt to repeat the process till the application verifies itself on the persisting messages.

Rebuild Data in QuickBooks Desktop for Windows

Discover how to use QuickBooks Desktop to rebuild and validate your data. The rebuild tool addresses the most prevalent problems identified by the verify tool in a company file.

Verify your company data

  • Navigate to Window and choose Close All.
  • Navigate to File and choose Utilities.
  • Choose Validate Data. If you notice:
    • There are no issues that QuickBooks found with your data; you don’t need to take any further action.
    • An error message; see our QuickBooks Desktop support page for information on how to resolve it.
    • Data damage was discovered in the file; your data has lost integrity. To repair it, rebuild your data.

Rebuild company file data

  • Navigate to File > Utilities > Rebuild Data.
  • Prior to rebuilding your company file, QuickBooks will request that you create a backup. Click OK. You can’t rebuild without first creating a backup.
  • After making your backup location selection, click OK. Avoid replacing a different backup file. Choose Save after giving the file a new name.
  • When the notification “Rebuild has completed” appears, click OK.

Check damage file

  • To check for more damage, go to File, choose Utilities, and then pick Verify Data once more. 
  • The damage will need to be manually fixed if the verify discovers more harm. To find out how to fix the error(s), search the qbwin.log on the QuickBooks Desktop support.
  • You can restore a recent backup in case your mistake is not visible.
  • Select Open or Restore Company after choosing File.
  • Remember not to replace your current company file.
  • Since the backup was made, you will need to enter the information into your company file once more.

Rebuild Data in QuickBooks Desktop for MAC

Discover how to use QuickBooks Desktop for Mac to validate and recreate your data. The most prevalent data problems in a company file are identified and fixed by QuickBooks rebuild and verify tools. This is how.

How to verify company file data

Use QuickBooks Desktop for Mac’s verify tool to check your company file for errors or data damage before rebuilding it.

  • Choose File, followed by Utilities.
  • To close all windows, select Verify Data and then OK. You must rebuild your file if the message “Your data has failed the integrity check” appears.
  • You’re done if there are no issues with your data.

How to rebuild company file data

  • You can rebuild your company file to address any errors or data damage discovered once you’ve checked your data.
  • Choose File, followed by Utilities.
  • To close all windows, select Rebuild Data and then OK.
  • Prior to rebuilding your company file, QuickBooks will ask you to create a backup; click OK. If you choose not to create a backup, click Cancel to proceed with the reconstruction of your company file.
  • QuickBooks will prompt you to adjust any backup choices if you haven’t already. After choosing Backup Preferences, make any necessary edits, and click OK.
  • Once the backup is complete, choose Show in Finder to find the file or choose OK to proceed.
  • Choose OK when the rebuild is complete.
  • Verify your company file one more to ensure it is free of errors and data harm. Rebuild the file if there are still mistakes or damage.

How to manually correct errors

  • The procedures to fix each error message are outlined in the Verify Results window, if you feel comfortable making corrections by hand.
  • Make careful to backup your firm file before you begin

What to do When Manual QuickBooks Rebuild Fails?

Corrupt QB data files can be fixed by built-in function, using file doctor and Auto Data recovery feature. It also aids in the recovery of important business data from the corrupted file pertaining to staff members, suppliers, clients, and so on.

QuickBooks Verify errors

Here are the kind of prompts you’ll see when there is any error.

QuickBooks repair file offers certain benefits which are as follows:

  • Payroll transactions and paychecks are among the components of the QuickBooks database file that can be recovered with the aid of this repair program.
  • The main advantage is that it allows the recovery of numerous currencies and functions as an all-inclusive .QBW recovery solution.
  • Before beginning the recovery process, the software allows you to preview every component that can be recovered.
  • Everything is recovered, including goods and services, customer and vendor employment information, account charts, customer transaction data, and much more.
  • To carry out the recovery process, the QuickBooks file can be chosen from any user-specified place. The tool enables searching and location of the QuickBooks data file directly from the tool panel in cases where its location is unclear.
  • The tool retains the log report for each activity that is carried out in order to fix a specific file whenever a repair is completed. It is possible to utilize this knowledge in the future.
  • QuickBooks 2021 and all previous iterations are supported.
  • The program works with Windows 2000, 2003, XP, Vista, 8, 7, and 8.

Therefore, the manual and alternate procedures for rebuilding the QuickBooks Data File that were previously outlined can be your only hope for repairing the significant corruption in your QBW file. Try not to wait and give us your feedback.

What to do to Reduce Data Corruption?

Like every other server function, this has certain preventive measures that need to be followed for reducing corruption. So after rebuilding or repairing the QuickBooks  data file, make sure you follow all the preventive measures given to you. Some of them are mentioned below.

Specify the size of the file to reduce corruption

Size of the file can be a big hassle when dealing with QuickBooks, so the overall size of the QuickBooks data file needs to be checked positively. However the size of the file, it is not always necessary that it will be corrupt. It can be just said that larger the file, greater the risk of file corruption. Hence, it is always recommended to check the size of the file and keep it under a limit. 

Monitor and Reduce Data Fragments

In the Product Information Window, the fragments can always be measured and monitored. You can follow the given procedure to reduce the fragments if the database has 10 or more than 10 fragments.

  • Resort List: Select the Resort List option from the list menu. The file will not reorganize in the same way if the list is resorted using list headers.
  • Rebuild File: Once the company file has been reorganized, utilize the QuickBooks data file rebuild tool by following the steps outlined in the blog post’s first section. To mitigate the possibility of corruption, you can also utilize the Rebuild QuickBooks Data File Data Utility.
  • Create Portable Company File: By creating a portable company file, you can always reduce data fragments in the most convenient and preferred way. After this you can restore the portable company file to re-index the database. 
  • Run Windows Defragmentation Utility: You can now use a Windows defragmentation tool on the hard disk containing the application file because the fragmentation level of the hard drive can impact the fragmentation level of the accounting application database.

General Network Issues & Maintenance

In the current business atmosphere, most companies opt for the multi user service. In  a multi user environment, the QuickBooks performance can always be hampered with incorrectly configured routers thus increasing risk in corruption. The QuickBooks file might turn out to be corrupt if there is any network interruption which is caused due to incorrect configuration of the server or malfunctioning of the hardware components.

QuickBooks data files may become corrupt if any of the following problems, or a combination of them, continue to exist on the network:

  • Any router-related connection problems
  • Issues with the operating system
  • Workstation network adapters continue to have hardware or network driver problems.

Delete and Re-Enter Transactions

In case there is corruption in QuickBooks data file which is because of one or more transactions, you can always attempt to repair the issue by first deleting and then re-entering the transactions. Finding the transaction which is the root cause of the problem can be difficult. So to find the particular transaction that is creating an issue, it is always recommended to search the document number in the report and then delete or re-enter the transaction. 

Corruption in your QuickBooks Datafile can create issues in your Balance Sheet. In case of any imbalances found in your Balance Sheet, you can always try recovery methods.

  • It is advised to hunt for an alternative recovery option if the QBW rebuild tool is unable to restore the database from errors and damage.
  • Restoring the QuickBooks file from backup is the most effective solution if you are unable to identify the error that is still present in the file.
  • Verify that nothing is being replaced in the current Company file. After the restoration procedure is completed successfully, any additional data that has been input since the last backup must be manually entered.


Try recreating your QuickBooks data file as described in this blog if you experience errors after using the QuickBooks Verify tool or notice any differences in reports. Additionally, remember to use the manual methods to lessen the likelihood of corrupted data files in QuickBooks.

Frequently Asked Questions

What does Verify and rebuild do in QuickBooks?

The Verify and Rebuild tool is an integrated feature of QuickBooks that allows you to discover errors and rebuild corporate files. The Rebuild data tool corrects any faults found in the company file while the Verify tool looks for problems.

Should I run a rebuild in QuickBooks?

Rebuild should only be triggered in the event that a problem with the company file is identified. “Your data has lost integrity” is the error message that appears on the screen in such circumstances. However, there’s no need to use the Rebuild tool if this notice doesn’t show up.

How often Should I rebuild data in QuickBooks?

You can rebuild data every week or a two in QuickBooks.