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New Product Announcement: QuickBooks IIF Inactive Cleanup Utility

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We are very excited to announce the release of our newest software program – the QuickBooks IIF Inactive Cleanup Utility!

IIF logoNecessity is often the “Mother of Invention”, it’s why all of our software programs have been created.  We often find ourselves in a situation where we encounter a repetitive task that just screams for the need of automation.

I’m fairly certain that the following story will hit home with many QuickBooks ProAdvisors and Consultants:

A customer or ours recently hired me to help him start a brand new QuickBooks Enterprise file – his old one was so corrupt that even Intuit Data Repair couldn’t fix it and it couldn’t be opened/upgraded by the new version of QuickBooks Enterprise that he wanted to use in his company.  The file contained nearly 10 years of data – some properly recorded and some that he wasn’t so sure about.  The company was coming up on the start of a new fiscal accounting year and he wanted to start that year with a clean fresh file – with data that he knew was accurate.  He also wanted to cleanup and streamline many of his companies day to day processes. – and he wanted me to help him accomplish ALL of this.

Now we all know that there are a ton of add-on programs out there that will help us work with QuickBooks data when it’s time to create a new company file – heck even Intuit provides some very good utilities that are built right into QuickBooks – but sometimes these utilities just aren’t enough and can’t perform miracles on a very corrupt data file.

For years Intuit has provided a means of exporting many QuickBooks Lists into IIF files so that they could be imported into a new empty file – but none of the 3rd party applications or even Intuit- has provided us with a way to remove inactive list items from the IIF files and we’ve been stuck doing it manually – deleting one item at a time.

Now, my husband Ben (who writes all of the code for our software) is always saying to me:

If you have any sort of repetitive task that you need to do – I can automate it for you.

So, I took him up on the offer!  He looked at an exported IIF file and said “how do you tell when an item is inactive”?  And I said, well, when I do it manually, I scroll though the IIF file, searching through the “Hidden” column for anything that has a “Y” in it.

inactive items in an iif file

This is just a sample of an IIF file with inactive items

Oh, he says – that’s easy —- I can write you a little program that does the same thing – only faster and a lot quicker!  Yes, folks there are a LOT of reasons that I love this man!

So I went to work cleaning up our customer’s file – making all of the list items that he wanted removed inactive and Ben went to coding!  When he was through writing the code we did a test run using the Other Names List – there were probably 100 “names” in the Other Names list and all that we wanted to keep was about a dozen for some internal job costing procedures.  The inactive items were removed in less time than it took me to export the list!  Imagine my delight – a clean IIF file in minutes and one that I didn’t have to worry over if I missed anything!

Here is a sample of a "clean" IIF file

Here is a sample of a “clean” IIF file

So, we’ve cleaned it up – made it a little prettier (but not a lot) and are now ready to make it available to other QuickBooks ProAdvisors and Consultants who do this same type of “clean-up” work so that you can automate this grueling task as well.  Want to see it in action?  Click here to learn more and to watch a short video.

Introductory Pricing – through 12/31/2013:

  • Single license – install on 1 computer:  $50.00
  • Two licenses – install on 2 computers: $90.00
  • Five licenses – install on 5 computers: $200.00

To learn more about the QuickBooks IIF Inactive Cleanup Utility – visit the following links on our main website:

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About Your Host:

Nancy Smyth, Certified QuickBooks ProAdvisor

Nancy Smyth, Sunburst Software Solutions, Inc.
QuickBooks Construction & Payroll Expert


I've been using and supporting QuickBooks products since the early 1990's. I've worked with thousands of contractors, assisting them with QuickBooks setup, Certified Payroll Reporting requirements, AIA Billing and Weighted-Average Overtime.


QuickBooks is a powerful product, but learning how to use it in your construction business can be difficult. I hope you find resources available here to be helpful.

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