Permanently Delete Customer Data

Purge the system? Are you using QB Online or QB Desktop?

Hello there, @Amanda301. I'm here to help you permanently delete the customer data in QuickBooks Desktop (QBDT).

In QBDT, the customer will be deleted instantly once you clicked the Delete Customer: Job option. However, the option will only be applicable if there are no transactions assigned to the name. If there are entries allocated for them, the system will ask you to make them inactive instead (please see the snip below). This may be the reason you're seeing an X icon next to their name. 

Also, the option to delete customers with sub-items is unavailable. You'll receive this warning:

I'll include this article to give you an additional guide in managing the item list in QBDT: Add, edit, and delete items.

I'm always here ready to lend a hand if you have any other concerns about managing your customer's data in QBDT, please don't hesitate to add a comment below. I'm just around the corner to help. Have a good one and stay safe. 

It did not work.  I still have red X's beside the deleted customers which had no transactions.  I've logged out and back in, but they are still there.  

Hello, @Roberta12.

I see that removing a customer permanently is an important step for you, and I understand that it's a decision that requires careful consideration. To ensure that you are able to proceed with this process effectively, I will provide you with some helpful insights on how to do it.

In order to resolve the issue of a deleted customer still appearing, it's important to address any remaining transactions linked to that customer. I recommend thoroughly reviewing and deleting any transactions associated with the customer to ensure their permanent removal from the system. This proactive approach will help in effectively managing the deletion process and ensuring that the customer is removed as intended.

In addition to that, let me share this link that includes a video on how you can manage your customer transactions in QuickBooks: Add, Edit & Handle Sales entries.

You can comment below if you have additional questions about handling deleted customers in QuickBooks. I'll be happy to help you again. Stay safe and have a pleasant day!

there are no transactions associated with the customers.

Hi there, @Roberta12.

I appreciate for following the instructions provided by my colleague and you have verified that there's no transaction associated with it. However, there's one more transaction I want you to check and that's the deposits. 

For you to find out, click Reports then Banking, and open Deposit Detail. If you've confirmed that there are deposits associated with your customer you can transfer it to a different customer name. 

Here's how:

1. Find Lists, click Chart of Accounts. (or you may simply use a shortcut keys: Ctrl + A)
2. Choose an account that is associated with the transactions.
3. Choose a transaction that is associated with the customer, then click Edit Transaction.
4. And change the Received From.
5. Click Save & Close.

Additionally, I'd like to leave this article to learn how to merge accounts, customers, vendors, and more: Merge list entries in QuickBooks Desktop.

If you more questions about managing your customers, don't hesitate to reply. I'm always around to help!

Nope, there are no transactions. Still marked red for deletion but still there.

Would doing a verify/rebuild make them delete?

Hi there, @Roberta12. We'll share details about the Verify and Rebuild option inside QuickBooks Desktop (QBDT).

No, the Verify and Rebuild option does not delete customer data or other data you have inside your company file. It's a built-in feature inside the program that allows you to check for possible data damage or issues in your company file and help you fix them. Utilizing the feature helps determine what causes the system to change its behavior and how you can troubleshoot it. For more information, please see this page: Verify and Rebuild Data in QuickBooks Desktop.

Also, it's best to secure a copy of your company file before utilizing the option. See this article for more details: Back up your QuickBooks Desktop company file.

Additionally, we got these articles to help you manage customer payments, and keep track of transactions entered inside the program:

• Take and process payments in QuickBooks Desktop.
• Understand reports.

Thanks for dropping by today, @Roberta12. You can comment below if you need further assistance managing customers or fixing QuickBooks. We'll be around to help you out again. Stay safe, and have a good one.

Thank you, but I didn't need instructions on Verify/Rebuild.  I just needed to know if it would help, but the answer is no.  Let me know if you can figure out why my customers won't delete.

I recognize how essential it is to delete the customer in QuickBooks Desktop so you can manage the sales data accurately, Roberta12. 

As previously stated, you can only delete a customer in the software if there are no transactions connected to the name. Also, any deposits tied to their data. Since you confirmed that no entries are assigned to a specific person and you are still unable to remove the customer from the list, let me route you to the right support team to help you further investigate this matter.

I recommend contacting our QuickBooks Desktop Support Team. They're the best support group for such inquiries as they can request account information. This allows them to figure out the cause of being unable to remove the customer on your end and the next steps you need to take to complete the process. 

Here's how:

1. Press F1 to open the Help window.
2. From the search icon, type Contact Support.
3. Click Contact us at the bottom part.
4. Give a brief description of your issue about deleting customer and click the Search button.
5. You'll be routed with How to connect with a QuickBooks expert and you choose which one is best for you.

In case you need steps on how to easily keep track of your sales and expenses using predefined customer, you can read this article: Customize customer, job, and sales reports in QuickBooks Desktop.

If you have any further questions about deleting customer or other product-related issues, click the Reply button and post them in the field box. I'm always ready to answer them for you, Roberta12.

I was able to delete by going into the server, QB single user.  I ran the tool hub first and those marked with red X were deleted.  Then, I was able to delete easily.  However, I could not delete when going back to my desktop -- I got the red X again.  

Hello there, Roberta12. Let me route you in the right direction to ensure you can delete your customer permanently in QuickBooks Desktop.

We're here to help you with your concerns. However, the tools that we have at our disposal are limited, and the issue requires more investigation and troubleshooting. In this case, I suggest that you get in touch with our Customer Care Team again. They have the necessary tools to assist you further and check the status of your case.

1. Go to the Help icon.
2. Select Contact Us.
3. Enter your concern, then click Let's talk.
4. Choose a way to connect with us:

• Start a chat with a support expert.
• Get a callback from the next available expert.

If you have any additional concerns regarding deleting your customer permanently in the QuickBooks Desktop, you can always click the Reply button. I'll be around to lend a hand. Stay safe!

@Roberta12 

Have you run the Verify/Rebuild Data utility and found any error message?

I'm having the same problem with customers with red x's.  They have no balances and have had no activity in years.  Very frustrating.  Try to clean up our customer & job lists and cannot do it.

I'm having the same exact problem with the red x's.  Trying to delete very old jobs and customers who have zero balance and no activity in years.

Thanks for joining us here in the Community, heidi987.

I want to make sure you're able to delete customers from your QuickBooks Desktop account.

Since the steps mentioned above didn't do the trick, I recommend reaching out to a member of the Desktop Support Team. Agents have specialized tools, like the ability to share your screen, to determine why you're unable to delete the customers. Here's how to get in touch with the team:

1. Go to Help, then select QuickBooks Desktop Help/Contact Us.
2. Select Contact Us.
3. Give a brief description of your issue, then select Continue.
4. Sign in to your Intuit account and select Continue and then Continue with my account.
5. We'll email you a single use code. Enter your code and select Continue. (If you have more than one account, select the account you want to use and then Continue.)
6. Select to chat with us or have us call you.

The following article provides these steps if you ever need them again in the future: Contact QuickBooks Desktop Support

Please feel free to reach back out in the comments below if you have any other questions. I'll be here to help in any way that I can.

@heidi987 

You can purchase a 3rd party condense service to remove unused item lists.

I finally figured out that I needed to be in single user mode.  We have 10+ users. I could delete when in single.