Glossary of QuickBooks recovery terms

ADR (Auto Data Recovery)

A background feature of QuickBooks Desktop (Pro and Premier) that keeps a copy of your company file plus a matching transaction log in a folder named QuickBooksAutoDataRecovery. When the live file is damaged, the .ADR copies are often the fastest route back to recent data. See Auto Data Recovery and what an .ADR file is.

Backup file (.QBB)

A compressed QuickBooks backup created by File > Back Up Company. Restoring a .QBB produces a working company file — as of the date the backup was made. A backup plus the current transaction log can often be combined to recover right up to the last session. Never restore a backup over a damaged live file; you may destroy the most recoverable copy you have.

Company file (.QBW)

The live QuickBooks Desktop company file — the database that holds every list, transaction, and preference in your books. When people say “my QuickBooks file is corrupt”, this is almost always the file they mean. Repairing damaged .QBW files is our core service: QuickBooks data recovery.

Condense

The process of shrinking a company file by summarizing closed-period transactions into journal entries, reducing file size and improving performance. QuickBooks has a built-in Condense Data utility, but on large or slightly damaged files it frequently errors out or runs for days without finishing — which is where a professional condense service comes in. See also SuperCondense.

Conversion (migration)

Moving accounting data between products while keeping lists and transaction history intact — for example from Sage 50, Xero, NetSuite, or AccountEdge into QuickBooks, from Enterprise back to Pro/Premier, or from QuickBooks Online back to Desktop. A proper conversion carries full transaction history, not just opening balances. See conversions.

File Doctor

Intuit's free repair utility (part of QuickBooks Tool Hub) that attempts to fix common file and network problems. It resolves the easy cases; when it fails, stalls, or returns an error code of its own, the damage is usually structural and needs an engineer. See File Doctor error codes.

File merge

Combining the lists and transactions of two or more company files into a single file — for example after running two entities separately, or after a period of double entry on a restored backup. QuickBooks has no built-in way to do this. See file merge service.

List count limits

Hard ceilings QuickBooks places on list sizes — items, customers, vendors, accounts — that vary by edition. Files approaching a limit slow down and can start misbehaving; hitting one stops new entries entirely. See list count limits.

Multi-currency

A QuickBooks feature that lets a file transact in more than one currency. Intuit provides no way to switch it off once enabled — removing it requires rebuilding the file with a single home currency. See multi-currency removal.

Negative inventory

What happens when QuickBooks records sales of items it thinks you do not have — quantity on hand goes below zero. It corrupts average cost, distorts COGS, and over time damages item history. See negative inventory repair.

Password removal (admin password)

Clearing a lost or unknown admin password from a company file so you can open it with full access again. Proof of ownership may be requested. See password recovery.

Portable company file (.QBM)

A highly compressed copy of the company file made for emailing or moving between machines. It contains your data but not the transaction log. A healthy .QBM can sometimes be used as a recovery source when the live file and backups are both damaged.

QBWin.log

The diagnostic log QuickBooks Desktop writes during Verify and Rebuild. It names the actual damaged records — lines like “Verify Target: Values in minor do not match major” tell an engineer exactly where the file is broken. We read it for you: QBWin.log analysis.

Rebuild Data

The built-in repair utility (File > Utilities > Rebuild Data) that attempts to fix problems Verify finds. It handles minor damage; on serious corruption it fails, loops, or — run repeatedly — can make things worse. If a rebuild has failed twice, stop and see using the Rebuild Data utility.

SuperCondense

Our maximum-reduction condense: where the standard condense summarizes closed periods, SuperCondense rebuilds the file to the smallest size your data allows — typically for files that have grown into the multi-gigabyte range. See SuperCondense.

Transaction log (.TLG)

A running journal of every change made to the company file since the last verified backup. On its own it is unreadable; combined with an older backup, the log can be replayed to bring that backup current — often recovering work you thought was lost. See TLG recovery and how to find your .TLG and ADR folder.

Verify Data

The built-in integrity check (File > Utilities > Verify Data) that scans the company file for damage and reports what it finds to QBWin.log. “Your data has lost integrity” means Verify found damage — the next question is whether Rebuild can fix it or an engineer needs to. Start at what is QuickBooks data damage.