Understanding File Locations
QuickBooks company files (.QBW) are just regular files stored on your computer or network. They don't "live" inside QuickBooks—QuickBooks merely opens them like Word opens .DOCX files. This means:
Files Can Be Moved
You or someone else may have moved the file to a different folder, renamed it, or transferred it to another drive. QuickBooks' shortcuts may still point to the old location.
Files Can Be Searched
You can use Windows search tools to find .QBW files anywhere on your system. The file hasn't disappeared—it's just not where QuickBooks expects it.
Shortcuts Can Break
QuickBooks remembers recently opened files. If a file is moved, the shortcut breaks and QuickBooks says "file not found." The file is still there—just not at the old path.
Network Paths Change
If your file is on a network, drive letters or server names can change. The file exists, but the path to reach it has changed.
Good News
Default QuickBooks File Locations
QuickBooks typically stores company files in these locations by default:
Windows 10/11 Default
C:\Users\Public\Documents\Intuit\QuickBooks\Company FilesAlternate User-Specific Location
C:\Users\[YourUsername]\Documents\QuickBooks\Company FilesNetwork Location (Multi-User)
\\ServerName\SharedFolder\QBDataCommon share names: QBData, QuickBooks, Accounting, SharedData
Desktop (Common User Location)
C:\Users\[YourUsername]\DesktopMany users save files to the desktop for easy access
Check These First
Finding Your Missing File
Use these systematic search methods to locate your company file:
Method 1: Windows Search for .QBW Files
- 1Open File Explorer
Press Windows Key + E or click the folder icon in your taskbar.
- 2Go to This PC
In the left sidebar, click This PC to search your entire computer.
- 3Search for .QBW
In the search box (top right), type:
*.qbwThis searches for ALL QuickBooks company files on your computer. Wait for results to populate (may take 1-2 minutes).
- 4Review results
Results will show all .QBW files. Look for your company file by name. Sort by "Date Modified" to find recently used files.
Right-click the file → Open file location to see exactly where it is stored.
Multiple Copies?
Using Recently Opened Files List
QuickBooks keeps a list of recently opened company files:
- 1Open QuickBooks
Launch QuickBooks (don't open a company file yet).
- 2View recent files
File → Open or Restore Company → Open a company file
The file browser will show a list of recently opened files on the left side under "Recent Places" or "Recent Files."
- 3Try opening from list
Click one of the recent files. If QuickBooks says "file not found," the file was moved. Note the path shown in the error—this tells you where it used to be.
- 4Browse to new location
If the file has moved, use the file browser to navigate to where you think it might be now (check Desktop, Documents, external drives).
Manual Search Techniques
If automated search doesn't work, try these manual techniques:
Search by File Name
If you remember your company file name (e.g., "MyCompany.qbw"), search for that exact name in File Explorer's search box.
Tip: Try searching without the .qbw extension first—just search for "MyCompany" and look through results.
Check External Drives
If you use external hard drives or USB drives, the file might be stored there. Open File Explorer, check each connected drive.
Common mistake: Saving to a USB drive, then unplugging it. QuickBooks can't find the file because the drive isn't connected.
Check Backup Locations
If you can't find the working file, look for backups (.QBB files). You can restore a backup to recover your data.
Default backup location: C:\Users\Public\Documents\Intuit\QuickBooks\Company Files
Check Recycle Bin
If someone accidentally deleted the file, it may be in the Recycle Bin. Open Recycle Bin, search for .QBW files, right-click and Restore.
File Moved to New Location
If you or someone else intentionally moved the file to a new location:
Relocating a Company File Properly
- 1Find the file
Use Windows search to locate the file (see Method 1 above).
- 2Copy (don't move) the file
Copy the entire folder containing your .QBW file to the new location. Include associated files (.TLG, .ND, etc.).
Important: Copy, don't cut/move. This gives you a backup in case something goes wrong.
- 3Open from new location
In QuickBooks: File → Open or Restore Company → browse to the NEW location and open the file.
- 4Verify it works
Confirm QuickBooks opens the file correctly from the new location. Check that recent transactions are present.
Once verified, you can delete the old copy if desired (but keep it for a few days as a safety net).
- 5Update shortcuts
If you have desktop shortcuts or pinned files, update them to point to the new location.
Multi-User Environments
Network Path Changes
Network-stored files can become "missing" when paths change:
Problem: Server Renamed
If your IT admin renamed the server, the old path \\OldServer\QBData no longer works.
Solution: Ask your IT admin for the new server name. Update your path to \\NewServer\QBData.
Problem: Mapped Drive Changed
If you used a mapped drive (Z:, Y:, etc.) and the mapping was removed or changed drive letters.
Solution: Re-map the drive with the same letter, or switch to using UNC paths (\\Server\Share) instead.
Problem: Network Disconnected
If your network connection dropped or VPN disconnected, network files are temporarily "missing."
Solution: Check network connection, reconnect VPN, ensure server is online. Try accessing \\Server\Share in File Explorer first.
Use UNC Paths for Stability
\\ServerName\ShareName). UNC paths are more reliable and don't depend on drive letter assignments.Accidentally Deleted Files
If your file was truly deleted (not just moved):
Recovery Steps
- 1Check Recycle Bin
Open Recycle Bin on your desktop. Search for your .QBW file by name.
If found, right-click → Restore. The file returns to its original location.
- 2Check Windows File History
If File History is enabled: Control Panel → File History → Restore personal files
Browse to the date before deletion and restore the file.
- 3Check network server backups
If the file was on a network share, ask your IT admin to restore from server backups. Most servers have nightly backup jobs.
- 4Restore from QuickBooks backup
Find your most recent .QBB backup file. In QuickBooks: File → Open or Restore Company → Restore a backup copy
You'll lose transactions since the backup date, but you'll have a working file.
If No Backups Exist
Preventing File Loss
The 5 Rules of File Safety
- Store in a consistent, documented location (write down the path)
- Use descriptive file names (e.g., "ABC Company 2025.qbw" not "qb.qbw")
- Automated daily backups to a different drive or cloud storage
- Never store working files on USB drives or removable media (they get unplugged)
- Document the file path and share with your accountant/bookkeeper
Backup Strategy
Local Automated Backups
QuickBooks can automatically backup to a local drive or network share every time you close the file.
Recommended for:
Minimum backup strategy—set this up immediately
Cloud Backup Service
Services like Carbonite, Backblaze, or OneDrive backup your files to the cloud automatically.
Recommended for:
Critical data protection and disaster recovery
File Organization Best Practices
1. Use a Dedicated QuickBooks Folder
Create a folder specifically for QuickBooks files: C:\QBData or D:\QuickBooks
Keep all company files, backups, and related documents in this folder. Don't scatter files across Desktop, Documents, and Downloads.
2. Use Descriptive File Names
Good: "ABC Company 2025.qbw", "John's Landscaping.qbw"
Bad: "company.qbw", "qb.qbw", "test.qbw"
Descriptive names make it easy to identify the right file when you have multiple companies or years.
3. Document File Locations
Create a simple text document listing:
- Company file name
- Full path (e.g.,
C:\QBData\Company.qbw) - Backup location
- Who has access
Share this with your accountant, bookkeeper, and IT support.
4. Never Work Directly from Backup
Some users accidentally open a backup (.QBB) file by restoring it, then continue working in the restored copy. The original working file becomes outdated.
Rule: Always work in the same file location. Only restore backups if the working file is corrupted or lost.
5. Annual Housekeeping
At year-end, archive old company files to a separate folder (e.g., C:\QBData\Archive\2024). Keep your active folder clean with only current-year files.
Final Thoughts
Missing file problems are almost always solvable. Files rarely vanish completely—they're just in unexpected locations. Stay calm, search systematically, and check backups. Once you find your file, implement proper file organization and backup strategies to prevent future scares.