How to Fix QuickBooks Desktop ‘Company File Not Found’ Error?

The “Company File Not Found” error in QuickBooks Desktop appears when the software cannot find or connect to your company file. This can happen due to a missing file, incorrect file path, network issues, or permission problems. Apart from these, other common causes include outdated software, corrupted network files, or a mismatch between the file type and how it’s accessed.

Before fixing this error, ensure that network settings are properly configured, the file location is accessible, and QuickBooks has the necessary admin rights. To fix the QuickBooks ‘Company File Not Found’ Error, refer to these 11 proven solutions curated by our team of Experts.

Solution 1: Save the Company File in Its Default Location

QuickBooks works best when files are in the default folder. Relocating files here can resolve access issues. Here are the steps to fix it.

1. Use the search bar on your taskbar.
2. Use an asterisk (*) followed by the file extension to search for your file. For example:
   • *.qbw – Company files
   • *.qbb – Backup files
   • *.qbx – Accountant’s Transfer Copy
   • *.qby or *.qba – Accountant files
3. After you find the file, right-click it and choose Open file location to open the folder where it’s saved.
4. Right-click again and select Copy.
5. Go to:
   •  C:\Users\Public\PublicDocuments\Intuit\QuickBooks20XX\CompanyFiles
6. Paste the file here (Ctrl + V).
7. Launch QuickBooks and open your company file directly from its default folder location.

Solution 2: Ping the Server to Check Network Connection

A weak or broken server connection can block file access. Running a ping test helps confirm this. Follow these steps to fix the issue. A weak or broken connection between your workstation and the server can also cause this error.

Turn On Network Discovery:

1. Open Network and Sharing Center.
2. Click Change advanced sharing settings.
3. Turn on Network Discovery and File and Printer Sharing.

Run the Ping Test:

1. Press Windows + R, type cmd, and hit Enter.
2. Type ipconfig /all and press Enter.
3. Note down the Host Name of the server.
4. Now type: ping [Host Name] (e.g., ping SERVER123)
5. Press Enter and check the results:
   • In case all packets are received, the connection is fine.

In case you see packet loss, contact your network administrator.

Solution 3: Open the File Using the Correct Method

Using the wrong method to open a file can trigger errors. Choose the correct option for each file type. Check out these steps to fix it.

To open a backup file (.qbb):

• Go to File > Open or Restore Company > Restore a Backup Copy.
• Click Next, browse for your .qbb file, and follow the prompts.

To open a company file (.qbw):

• Go to File > Open or Restore Company > Open a Company File.
• Click on the Next button and then you must find the .qbw file. Once you find it, click open it.

To open an accountant’s transfer file (.qbx):

• Go to File > Open or Restore Company > Convert an Accountant’s Copy Transfer File.
• Click Next. After this you will have to select your .qbx file. Lastly, you must save it to your system.

Note: In case your file has been deleted and no backup exists, use the QuickBooks Auto Data Recovery tool to try restoring it.

Solution 4: Fix Database Server Manager (DBSM) Issues (For Multi-User Mode)

In a multi-user setup, this error often arises due to incorrect hosting settings or if the QuickBooks Database Server Manager (DBSM) is not working properly. Follow these steps to correct it:

Step 1: Rename .TLG and .ND Files

QuickBooks uses .tlg (Transaction Log) and .nd (Network Descriptor) files to manage your company data. In case these files become corrupted, DBSM may stop functioning.

1. Open File Explorer and go to:
    C:\Users\Public\PublicDocuments\Intuit\QuickBooks20XX
2. Look for files with .tlg and .nd extensions (e.g., YourCompanyFile.qbw.tlg).
3. Right-click each file and select Rename.
4. Add .old at the end (e.g., YourCompanyFile.qbw.tlg.old).
5. Open Database Server Manager.
6. Click the Scan Folders tab.
7. After this, you must use Browse in order to locate your QuickBooks folder.
8. Click Start Scan and wait for it to finish.

Step 2: Check Hosting Settings

Enable hosting only on the server computer and ensure it is turned off on all workstations.

1. On the server, open QuickBooks and go to File > Utilities > Stop Hosting Multi-User Access.
2. On each workstation, repeat the above step to stop hosting.
3. Restart all computers.
4. Re-enable hosting only on the server.

Solution 5: Open a Sample Company File

Opening a sample file helps identify whether the problem is with QuickBooks or your company file. Follow these steps:

1. Open QuickBooks to reach the No Company Open window.
2. Select your company file, hold down the Alt key, and click Open.
3. Release Alt only to enter your login credentials, then hold it again until the file opens.

In case the file still doesn’t open:

• Press and hold the Ctrl key, then double-click the QuickBooks.exe file.
• Keep holding Ctrl until QuickBooks opens.

• Choose Open a Sample File and check if it loads.

In case the sample file opens, your company file is likely damaged.

Solution 6: Disable the “Save When Closing” Feature

QuickBooks tries to reopen previously open windows by default. If there’s an issue with any of them, it may block the company file from loading properly. Here are the steps to turn off the ‘Save When Closing’ feature:

1. Launch QuickBooks to the No Company Open window.
2. Select your company file.
3. Hold down the Alt key and click Open.
4. Once open, go to Edit > Preferences > Desktop View.
5. Choose Don’t Save the Desktop, then click OK.
6. Close and reopen QuickBooks and your file.

Solution 7: Move Company File to a New Folder & Fix Permissions

QuickBooks may fail to access your file due to insufficient folder permissions or a broken file path. Check out these steps to fix it.

Move File to a New Location:

1. Open File Explorer.
2. Find and copy your .qbw company file.
3. Paste it to your Desktop.
4. In QuickBooks, go to File > Open or Restore Company.
5. Select the file you pasted on the desktop.

Check Folder Permissions:

1. Right-click the original folder where the company file was stored.
2. Select Properties > Security > Edit.
3. Choose your user name.
4. Check Full Control to grant all permissions.

Solution 8: Repair the Company File Using Tool Hub

Corrupted files block access in QuickBooks. File Doctor repairs this quickly. Use the QuickBooks Tool Hub to repair your company file by following these steps.

Step 1: Use QuickBooks Install Tool Hub

1. Visit the official QuickBooks site and download the latest Tool Hub (v1.6.0.8).
2. Run QuickBooksToolHub.exe and follow the instructions to install.

Step 2: Run File Repair

1. Open Tool Hub > Company File Issues.
2. Select Quick Fix My File, let it finish.
3. Then click Run File Doctor.
4. Browse for the company file.
5. Choose Check your File and enter admin credentials.
6. Wait for the tool to finish (15–20 minutes or more, depending on file size).

Solution 9: Rename the Company File

QuickBooks may reopen with problem windows, causing file errors. Disabling this helps start clean. Here are the steps to fix the issue.

1. Open File Explorer and go to the folder where the QuickBooks company file is stored.
2. Right-click the company file with the .qbb extension and choose Rename.
3. Remove any special characters from the file name such as <, >, %, &, $, and other symbols not allowed by UNC protocols.
4. Press Enter to save the new file name.
5. Right-click the renamed file and select Properties.
6. Go to the Advanced tab under the General section.
7. Uncheck the boxes for Encrypt contents and Compress contents.
8. Click OK to apply changes.
9. Open QuickBooks Desktop and try accessing the updated file.

Solution 10: Update QuickBooks Desktop

Outdated software can cause compatibility issues with your file. Updating fixes bugs and improves access. Follow these steps to update QuickBooks:

1. Open QuickBooks > File > Utilities > Stop Hosting Multi-user Access.
2. Go to Help > Update QuickBooks Desktop.
3. In the Update Now tab, check Mark All and Reset Update.
4. Click Get Updates and wait for the download to complete.
5. Restart QuickBooks and click Install Now when prompted.
6. Open your company file again.

Solution 11: Run QuickBooks with Admin Rights

Without admin rights, QuickBooks may fail to open or access files. Running as an administrator helps. Check out these steps to enable it:

1. Search for QuickBooks in the Start menu.
2. Right-click the QuickBooks.exe file and choose Properties.
3. Go to the Compatibility tab.
4. Check Run this program as administrator.
5. Click Apply and then OK.

What are the Prerequisites to Fix QuickBooks Desktop ‘Company File Not Found’ Error?

Follow these guidelines before fixing ‘Company File Not Found’ Error:

• Ensure you’re logged in with Windows admin rights.
• Enable network discovery if using multi-user mode.
• Confirm internet connection is stable (for hosted files).
• Close all background QuickBooks processes via Task Manager.
• Ensure QuickBooks Desktop is updated.
• Check system firewall and antivirus settings.
• Backup your data file regularly and store it safely.

How to Identify QuickBooks Desktop ‘Company File Not Found’ Error?

Mentioned below are a few signs you will encounter when this error occurs:

• Error message: “Company File Not Found” or similar warnings.
• Software repeatedly fails to open the file.
• Data file won’t load even when selected.
• File opens on one system but not on another.
• New transactions can’t be saved or updated.

How to Prevent QuickBooks Desktop ‘Company File Not Found’ Error?

Follow these tips to avoid facing the ‘Company File Not Found’ error in the future:

• Store the company file in the default QuickBooks folder.
• Avoid renaming or moving the data file manually.
• Assign full folder permissions to users.
• Keep hosting settings configured correctly.
• Always open the file using the right method.
• Regularly scan with QuickBooks Tool Hub.
• Keep QuickBooks and Windows OS updated.
• Avoid special characters in the file name.

When Should You Seek Professional Help for QuickBooks ‘Company File Not Found’ Error?

You should seek professional help if QuickBooks keeps showing the same ‘Company File Not Found’ Error in QuickBooks Desktop even after following all the 11 solutions provided above.

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Frequently Asked Questions (FAQs)