Since deleting a business file in QuickBooks erases all related data forever, it’s a crucial procedure that needs to be done carefully. Before moving on, make sure that you have backed up any important data and that deleting the file is the proper thing to do. In this tutorial, I’ll walk you through the process of deleting a business file in QuickBooks, which covers both the desktop and online versions of the program.
Step 1: Make a backup of your data (recommended but optional)
Make sure you have a backup of your data before removing a business file in QuickBooks Desktop. By taking this step, you can be sure that you have a duplicate of all the crucial data kept in the corporate file in case you need to refer to it later or restore it. There’s a simple way that QuickBooks offers to backup your business file:
- Launch QuickBooks: Open the QuickBooks Desktop program on your desktop.
- Select the File menu. Find and choose the “File” option located at the top of the QuickBooks window.
- Pick a Backup Firm: Select “Backup Company” from the dropdown menu. A submenu will appear.
- Click on Create Local Backup: Click on “Create Local Backup” from the “Backup Company” sub-menu. After that, QuickBooks will ask you to choose the location of the backup file.
- Comply with the on-screen directions: Proceed according to QuickBooks’ on-screen directions. In addition to being prompted to choose where to store the backup file, you may also be able to establish a backup schedule or alter backup options.
- Finish the Backup Process: After choosing the backup destination and any further preferences, start the backup procedure. QuickBooks will back up your business File and save it to the designated place on your computer.
You can protect your corporate file data by finishing this backup procedure, which is helpful if you ever lose or accidentally delete any data.
Close the company file in step two.
You have to make sure that a business file is closed in QuickBooks Desktop before you can delete it. This step is essential to avoid any disputes or mistakes throughout the deletion process. To end the business file:
- Look Up the Open Files Right Now: Check QuickBooks Desktop to see whether the business file you want to remove is open at the moment. If it is, close it before carrying out the deletion procedure.
- Select the File Menu: Go back to the QuickBooks window’s top and choose the “File” option.
- Choose Logoff/Close Company: Select the “Close Company/Logoff” option from the File menu to return to the QuickBooks Desktop interface and dismiss the currently open company file.
After the business file has been properly closed, you may find and remove it from your computer’s storage.
Step 3: Find the Company Document
You must find the actual file on your computer’s hard disk after making sure the business file is closed in QuickBooks Desktop. QuickBooks corporate files are saved in a specific folder and usually have a “.qbw” file extension. How to find the corporate file is as follows:
- Launch File Explorer: Go to your computer’s file manager or file explorer program. Usually, you can get to this by either typing “File Explorer” into the Windows search box or by clicking on the folder icon on your taskbar.
- Go to QuickBooks Company Files place: The default place for company files is often provided during the installation process. However, this might vary depending on your QuickBooks version and configuration. The “Documents” or “QuickBooks” folder in your user directory are typical default placements.
- Look for the Company File: Find the firm file you want to remove when you’ve opened the relevant folder. Usually, the file name is your firm name, followed by the “.qbw” file extension.
- Take Note of File Path: Note the file path that directs you to the corporate file. When it comes time to remove the file in the next step, this information will come in handy.
You may permanently remove the business file from your QuickBooks Desktop program by finding it on your computer.
Step 4: Get Rid of the Business File
Once the corporate file is on your computer’s hard disk, you may use the file explorer to remove it. Because deleting the file would erase it permanently from your machine, be sure you have backed up any critical information before moving further. To remove the business file, follow these steps:
- Press and hold the Company File. Find the corporate file in the file explorer window that you want to remove. Press and hold the file to see a context menu.
- Click Delete: Choose the “Delete” option from the context menu. As an alternative, after choosing the file, you may drag it to the Recycle Bin or hit the “Delete” key on your keyboard.
- Confirm Deletion: If you want to delete the file permanently, a confirmation box may show up after you click on the delete option. After carefully reading the prompt, choose “Yes” or “OK” to carry out the deletion.
- Empty Recycle Bin (Optional): In order to remove the file from your system altogether, you must empty the Recycle Bin if you moved it there. On your desktop, right-click the Recycle Bin icon, then choose “Empty Recycle Bin” from the context menu.
You have successfully removed the business file from your QuickBooks Desktop program by following these procedures. Make sure the file is no longer needed since deleted files are challenging to restore.
Step 5: Verify Erasure
Verify that the corporate file has been successfully removed from your PC after starting the deletion procedure. Here’s how to confirm that it was removed:
- Verify the File Location: Use the file explorer to return to the folder containing the business file. Check to be sure the file has vanished from the folder.
- Look for the File: If you’re not sure whether the file has been removed, you may search for it by name using the file explorer’s search feature. Make sure there are no matches for the deleted business file in the search results.
- A vacant Recycle Bin (If Relevant): If you transferred the file there before removing it, verify again that the Recycle Bin is empty. Deleting the file from your system permanently may free up storage space.
You can be sure that the deletion procedure was carried out correctly by verifying that the corporate file has been effectively erased and making sure it is no longer on your computer.
QuickBooks Online Edition:
Log in to QuickBooks Online in step one.
You must first log in to your QuickBooks Online account using your login information in order to start the process of removing a business file. To get access to your account, do these steps:
- First, go to QuickBooks Online. Visit the QuickBooks Online website (https://quickbooks.intuit.com/) using your favorite web browser.
- Sign In: Select “Sign In” by clicking the button in the upper-right corner of the page. In the appropriate areas, type in your password and QuickBooks Online login.
- Verify: Proceed with any further authentication procedures that may be requested, including inputting a verification code that was sent to your phone number or email address.
- Go to Your Dashboard: You may examine your business files and access other tools and settings on your QuickBooks Online dashboard after successfully logging in.
Log into QuickBooks Online to access the tools and settings required to manage your business files and account settings.
Step 2: Get into Your Business
To remove a particular business file, you must first access it after logging into QuickBooks Online. To find and choose the company file, do the following actions:
- Go to business Selection: You may have to choose the right business from a list if your QuickBooks Online account is linked to more than one company file. On the QuickBooks Online interface, look for a list of company names or a dropdown menu at the top.
- Select business: From the list of possibilities, select the name of the business file you want to remove. This will open the chosen business file and show the related settings and data.
- Verify Appropriate Choice: Before deleting or altering anything, be sure you have chosen the proper firm file by checking again.
You may now access the account settings required to administer your business by choosing the relevant company file in QuickBooks Online.
Step 3: Select Settings
You must browse to the settings menu in order to access the account settings and choices for managing your business files and QuickBooks Online subscription. To access the settings, do the following actions:
- Find the gear icon. In the upper-right area of the QuickBooks Online screen, look for a gear or settings icon. Usually, this symbol stands for preferences or settings.
- Select the Gear Icon. Click the gear symbol to access a list of choices or a dropdown menu related to your QuickBooks Online account and business settings.
- Choose Account and Preferences: Find and select the “Account and Settings” option from the list of choices or dropdown menu. A new browser tab or window will open with the account settings menu shown.
You may adjust many parts of your QuickBooks Online account, such as business file settings and subscription data, by going to the account settings menu.
Step 4: Take Care of Your Account
You may manage your QuickBooks Online subscription, billing details, and business settings from the account settings menu. To find the part where you should be maintaining your business file, follow these steps:
Go to Billing & Subscription first. Within the account settings menu, look for a section or tab that says “Billing & Subscription” or something similar. This section contains options for your QuickBooks Online membership and account billing information.
- Select Billing & Subscription: To explore more choices and settings pertaining to your subscription plan and account management, expand the “Billing & Subscription” section by clicking on it.
- Examine membership Details: In the Payment & Subscription section, you can review the details of your current membership plan, payment cycle, and available alternatives for managing your subscription.
You may examine and adjust your subscription information, including options to cancel or change your membership plan, by going to the Billing & Subscription area of your QuickBooks Online account settings.
Step Five: End Your Subscription
You may choose to delete your QuickBooks Online business file from the account settings menu if you choose to shut your account or cancel your subscription. To end your subscription, do these actions:
- Locate Subscription Choices: In the account settings menu, go to the Billing & Subscription section to see choices for managing your subscription plan. This might be a “Cancel Subscription” button or link or something similar.
- Start the Cancellation Process: To start the cancellation procedure, click the “Cancel Subscription” button or link. QuickBooks Online can ask you to provide a reason for your membership cancellation or present you with some more choices to think about before you give up.
- Adhere to the on-screen directions: In order to finish the subscription canceling procedure, adhere to any further on-screen directions that QuickBooks Online may give. You may be prompted to confirm your choice or provide comments about the software’s usability.
- Confirm Cancellation: After the cancellation procedure is finished, QuickBooks Online will verify that your membership has been terminated. Your account will be changed as soon as you receive an email confirming the cancellation.
When you stop using QuickBooks Online, you essentially shut down your account and stop having access to the related business files and data. If you need help or have any questions about terminating your membership, consider contacting QuickBooks Online support.
Step 6: Account Closure
Beyond just canceling your membership, there are other procedures you must follow in order to end your QuickBooks Online account entirely and remove your business file permanently. How to cancel your account is as follows:
- Speak with QuickBooks Online Help: To get help canceling your account, contact QuickBooks Online customer service by phone, email, or live chat. On the QuickBooks Online website or in the program interface, you may discover the contact details for support services.
- Request Account Closure: Let the QuickBooks Online help agent know that you want to shut your account down completely. Provide any required account information or verification details to prove your identity and account ownership.
- Adhere to the Support Guidelines: Pay attention to any advice or instructions that the QuickBooks Online support agent gives you when closing your account. This might include acknowledging your choice to cancel the account, offering comments about your encounter, and taking care of any unresolved account-related issues.
- Confirm Closure Confirmation: Following a successful account closure procedure, confirm that you have closed your QuickBooks Online account and that you no longer have access to the related business file. The account termination may be confirmed via email or through the QuickBooks Online interface.
By following these instructions to shut down your QuickBooks Online account, you can ensure that the related business files and data are permanently deleted and inaccessible via the QuickBooks Online platform.
Depending on the version of the program you are using, you may securely remove a business file from QuickBooks Desktop or QuickBooks Online by following these steps. When extracting files, always proceed with care and make sure you have a backup of any vital data.