QuickBooks Database Files and Fragmentation Effects

by James Antonio

QuickBooks is one of the safest and latest accounting software that is equipped with the advanced tools available for the user especially to managed the business to become the work in a streamlined manner. In QuickBooks database files are the things which manage the work and contains the data which operate the software successfully. But most of the people don’t know that extra database files can slow down your computer performance. To avoid them you need to defragment the computer from time to time to stay away from the issues in QuickBooks Desktop.

QuickBooks Database Files and Fragmentation Effects

What are the Database Fragments?

You can say the Database files are as below information:

  • These are discrete blocks of your hard drive in which Windows is storing your data file
  • These are the normal parts of the operating system of a program under the Windows operating system
  • This is the only function of the hard drive on which data files are stored

Database file fragments are not created by the QuickBooks desktop or by the data manager, corrupted blocks of your company data file, causes, or indications of damage in the data file. Database files are also not related to QuickBooks Desktop users or how they log in to the data file.

If you want to see your DB file fragments count press F2 or Ctrl+1.

How do Database fragments affect QuickBooks Desktop operation?

Fragmentation doesn’t mean that there is an indication of damage in the company file. It is also not a reason to install QuickBooks again or to enter the data again. However excessive fragments can slow down the performance because QB desktop must read the multiple blocks on the available hard drive to get the data from a single file. Some below are guidelines.

  • Fragments less than 100 usually do not affect QuickBooks performance.
  • If the Database is more than 100 then you need to defragment your server/ host hard drive

How to check if your computer has a Solid State drive

For Windows 10

  • First press the window logo on the keyboard
  • Now enter the optimize >>> select Defragment and Optimize drivers
  • The Optimize drives window opens
  • Now the media type will show you if your computer is having SSD or HDD

Windows 8.1/8/7/Vista

  • Go to Computer >>> right click on a local drive (C:)
  • Tools >>> select optimize
  • Now you can see the optimize drive window
  • Media type columns inform you that your computer is SSD or HDD

How to Manually Defragment Your Server /Host Hard Drive

Disk defragmentation may take a long time, especially when the disk is not defragmented for a long time. It is advisable that the best time to run the same overnight and at the weekend.

  1. In the company file, press F2 and record the number of Database files fragments
  2. Now follow the instructions shown on the screen
  3. Repeat step 2 then see the difference in the number of Database file fragments

How to Create and Restore a Portable Company File

If you cannot defragment your server or host hard drive then you can create and restore a portable company file (PCF).

This process can reduce the DB file fragments because it creates a new copy of the company data file which windows store on the hard drive please make sure to remember that:

  1.  If a new file is stored in a less fragmented position of the drive, then the database file fragments could decrease
  2.  If the new file is stored in a more fragmented portion of the drive, the DB file fragments may be an increase

You should create and restore the PCF on the server which indicated that you have the full QuickBooks installed on the server or the host, not only QuickBooks data manager. If the copy of your data file to the workstation, is required to create and restore the PCF and then copy the file back to your server/host then the database file fragments may not change.

QuickBooks Desktop uses different types of files to store the types of data. Below are some common file types extensions you can see in Windows.

File extension

File Types



QuickBooks company file

Whenever you create a company file, QB creates a file with the .qbw extension which includes your company file and account info


QuickBooks backup file

When the user back up the company file, QB creates the backup file with .qbb extension


QuickBooks Portable file

When a user email or move a company file, QB creates a compressed version with .qbm extension


QuickBooks bank statement file

When you download transactions from your bank QuickBooks open them from a file with a .qbo extension

QuickBooks database file is like a place that contains all your information and it is very necessary to keep clean time to time these files through disk fragmentation else it may create an issue and slow down your computer performance which not only wastes your time but also hampers your business.

Features of Dancing Numbers for QuickBooks Desktop





How Dancing Numbers Will Help You


Dancing Numbers is SaaS-based software that can easily be integrated with your QuickBooks account. You can import, export, and delete lists or transactions from your company file. Using Dancing Numbers you can simplify and automate the process, saving time and increasing productivity. Just fill in a few fields and apply the relevant features to complete the task.

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Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Receive Payment
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Journal Entry
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items


Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Devices Supported

  • Windows


  • On Premise

Language Support

  • English

Pricing Model

  • Annual Subscription

Customer Types

  • Small Business
  • Medium Business



Importer, Exporter & Deleter

*See our Pricing for up to 3 Company Files

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Pricing includes coverage for users
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*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
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*See our Pricing for up to 20 Company Files.

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Pricing includes coverage for users
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*See our Pricing for up to 50 Company Files.

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Pricing includes coverage for users
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Frequently Asked Questions

How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.

How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.

How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.

How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.

Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.

What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.

How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.

How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.

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