In QuickBooks Desktop, the Condense Data utility streamlines your company data file by removing unused list elements and summarizing closed transactions into summary journal entries. These changes affect your accounts in exactly the same way as the detailed transactions. Read through this article to know more about Condensing, its limitations, how it is done, and what to do before, during, and after the process.

Note: If you are having performance issues, the Condense Data utility should be your last option to try to improve performance.

What you need to know about Condensing:




  1. Rerun and print (or save as PDF) these reports:
    • Accrual-based Profit & Loss for all dates
    • Accrual-based Balance Sheet for all dates
    • Statement of Cash Flows
  2. Compare them to the report you saved before running the Condense Data utility. These reports should be identical to the pre-Condense Data reports since they are accrual-based summary reports. If you find discrepancies:
    1. Note the transactions causing the differences.
    2. Restore your backup.
    3. Do any of the following:
      • Repair the damaged transactions and rerun Condense Data;
      • Use the restored company file without rerunning Condense Data; or
      • Create a new company file.

      You may consult a QuickBooks ProAdvisor or an Intuit technical support to help you determine which option is best for you. They can also assist you in implementing what you have chosen.