How to Verify and Rebuild Data in QuickBooks Desktop

No business can afford to risk its data, nor yours. Data is the core of any organization, and if it is lost, everything else is lost. If you are dealing with a specific type of error, you can use Verify and Rebuild Data in QuickBooks Desktop. The verify tool is important since it identifies common issues in your QuickBooks company file. At the same time, the rebuild tool is required to repair data integrity. 

Intuit Verify and rebuild data in QuickBooks Desktop.

• Verify your company data.
• Click on Windows and select Close All.
• Navigate to the File and click on Utilities.
• Click on Verify Data.

Results: 

QuickBooks detected no problems with your data: It means your data is clean, and you are good to go with your work.

Your data has lost integrity: It implies that there is data damage in the file. You need to rebuild your company file to fix the data.

Rebuild your company file data

• Navigate to the File and click on Utilities.
• Now, select Rebuild Data.

Note:- QuickBooks will ask you to make a backup of your data before you proceed with the rebuilding of your company file.

• Click OK.
• Choose your desired location to save your backup and hit OK.

Note:- Ensure not to replace the backup file with the existing one.

• Give the file a new name and click Save.
• Click on OK when the ” Rebuild has completed message appears.

Check for remaining issues

• Navigate to the File and choose Utilities.
• Click on Verify Data again and confirm if there is any additional damage.
• During verification, if it comes out with more damage, you are required to fix it manually.
• If there is no error found, restore a recent backup of your data.
• Now, click on the File and select Open or Restore Company.

Learn to verify and rebuild data Utility in QuickBooks Desktop for Mac.

How can you verify your company file data?

• Click on File and select Utilities.
• Click on Verify data and click on OK. It will close all windows.
• In case you see a message, “Your data has failed the integrity check”, you are required to rebuild your file.
• If there is no issue with your data, you are good to go.

How to rebuild your company file data?

• Click on the File and then Utilities.
• Click on Rebuild Data and hit OK.

• It will close all windows.
• Before rebuilding your company file, QuickBooks will ask you to make a backup of your company file and click on OK.
• If you are not moving forward with a backup, click on Cancel.
• In case you did not set up any backup preferences, the QuickBooks application will ask you to update it. So, click on Backup Preferences.

• You can edit it as per your requirements and click OK.
• Once the backup process is finished, click on Show in Finder and locate the backup.
• Or, click on OK if you are done.
• Click OK after the rebuild process is finished.

Ensure that your file is free from errors or data damage. You can Verify and Rebuild Data in QuickBooks Desktop. Confirm if the error is fixed or not. If you still struggle with errors, rebuild your file.

Correct your errors manually using transaction record numbers.

Before we start with the steps, first understand what a record number is. The record numbers are the list of errors that would help you to find the errors that QuickBooks finds at the time you verify your company file.

If your file is found to be dealing with any error, you are required to open your QuickBooks.log.file. This is the file that contains the list of errors.

• To find your QuickBooks.logfile at any time:
• You need to hold your company key, then click on Go and Library.
• Click twice on the Logs folder.
• Double-click on the file QuickBoks.log.
• From the QuickBooks.log file:
• In the log file, you would see record numbers as RecNum and RefNum. QuickBooks uses them as internal record numbers. 

For example, if you get an error that appears with the message “Verify Employee YTD Bal: ytd out of balance. Name = James T. Cameron. Ref = 59. 

• The record number in this case is 59.
• Click on Edit and select Find.
• Search for @recnum, then enter the record number.
• Using this, the application QuickBooks would fetch the records that have the transaction number.

If the problem is still not fixed, we would recommend that you contact a senior QuickBooks specialist at +1(866)500-0076. 

Repair your company file using the Rebuild Data tool 

• Click on the File and then Utilities.
• Click on Rebuild Data.
• Select OK on the QuickBooks Information window. Proceed with the on-screen steps and save a backup.
• Let the tool finish its job of repairing your file.

Note:- QuickBooks may look stuck, but the actual picture is that it is working.

• Click OK when the tool finishes its work.
• Navigate to the File and click on Utilities.
• Now, select Verify Data.

• Let the tool check your file for data issues. 

Manually repair your company file.

• Click on the File menu and select Utilities.
• Click on Verify Data and let the tool check your file to confirm if there is any data issue.
• Click on Expand All from the Verify Results screen to see the error.
• Select See Online Article for the steps to fix the error. 

Conclusion

Using the Verification tool and the Rebuild tool is a smart way to fix any issues related to QuickBooks data. In this guide “Verify and Rebuild data in QuickBooks Desktop”, we bring you the simplest and time-tested solution to fix any data damage.

In case you are still facing trouble with your QuickBooks data, contact our QuickBooks expert.  We help you find the best solution for your needs, and get advice in less than 15 minutes from our expert. Meet one of our experts. Dial us at +1(866)500-0076 to get your 15-minute free consultation.  

Verify and Rebuild Data in QuickBooks Desktop- FAQs

1. What does “Verify Data” mean in QuickBooks Desktop?

Verify Data is a built-in QuickBooks tool that checks your company file for errors or damage. It scans your data to see if anything is broken, missing, or not working the way it should.

2. What does “Rebuild Data” do?

Rebuild Data is the repair tool. If Verify Data finds problems, Rebuild Data attempts to fix those issues automatically by rebuilding the internal structure of your company file.

In simple words:

• Verify = find problems
• Rebuild = fix problems

3. When should I run Verify and Rebuild Data in QuickBooks Desktop for Windows?

You should use these tools if you notice:

• QuickBooks crashes or freezes
• Reports do not match or look wrong
• Missing transactions
• The balance sheet does not balance
• Errors while opening or saving the file
• Slowness in QuickBooks

Many accountants also run it as routine maintenance every few months.

4. Is it safe to rebuild data in QuickBooks?

Yes, it is safe, but always back up your company file first. QuickBooks will prompt you to create a backup before rebuilding. This is important because rebuilding changes the internal data, and a backup protects you in case something unexpected happens.

5. How long does verify and rebuild data tool in QuickBook stake?

It depends on:

• File size
• Number of transactions
• Your computer is slow

Small files may take a few minutes, while large files can take 30 minutes or more. During this time, avoid using QuickBooks.

6. What if Verify Data says “No problems detected,” but I still have issues?

This happens more often than people think. Verify that the data does not catch every possible issue. If problems continue:

• Try running Rebuild Data anyway
• Update QuickBooks to the latest release
• Check if the issue is user-related, network-related, or report-specific

If issues persist, your file may have advanced corruption.

7. What kind of errors can Rebuild Data fix?

Rebuild Data can help fix:

• Damaged links between transactions
• Incorrect totals in reports
• Inventory quantity/value mismatches
• Payroll data issues
• Minor data corruption

However, it cannot fix severe file damage.

8. Why does QuickBooks keep asking me to rebuild data?

This usually means:

• Your file is slowly getting corrupted
• The file is very large
• QuickBooks was not closed properly
• Power or network interruptions happened
• You are using an older QuickBooks version

Frequent rebuild data QuickBooks desktop prompts are a sign that your file needs attention.