5 Solutions to Fix PDF and Printing Issues in QuickBooks Desktop

If you’re struggling with printing, emailing, or saving forms as PDFs in QuickBooks Desktop, you’re not alone. These issues can disrupt your workflow and delay crucial accounting tasks. Fortunately, QuickBooks provides a range of tools and solutions to troubleshoot these errors effectively. In this guide, we’ll walk you through practical steps to resolve PDF and printing problems in QuickBooks Desktop, ensuring smooth operations and reliable reporting.

Common PDF and Printing Errors in QuickBooks Desktop

Before diving into solutions, it’s important to understand the most frequent errors users encounter:

• Error: QuickBooks can’t complete the current action due to a missing component
• Unable to connect to your selected printer or Microsoft XPS Document Writer
• Printing failure with messages like “Could not print to printer”
• QuickBooks freezing or becoming unresponsive
• PDF Converter offline or activation errors (-20, -30, -41)
• Error codes 1722 or 1801 during PDF Converter installation
• Issues printing transactions, reports, or reconciling accounts
• Print Driver Host for 32-bit Applications has stopped working
• QuickBooks cannot save forms or reports as PDFs

These errors often stem from printer setup issues, outdated software, or incorrect folder permissions, and can typically be resolved with the tools and steps outlined below.

Solutions to Fix Issues When You Can’t Print, Email, or Save as a PDF in QuickBooks Desktop

If you’re experiencing trouble with printing, emailing, or saving documents as PDFs in QuickBooks Desktop, you’re not alone. These issues can stem from a variety of factors, such as problems with your printer setup, outdated software, or incorrect system configurations. Fortunately, there are several troubleshooting steps you can take to resolve these problems and get back to business. In this section, we’ll walk you through some of the most common solutions to fix PDF-related issues in QuickBooks Desktop.

Solution 1: Use the QuickBooks PDF & Print Repair Tool via Tool Hub

QuickBooks Tool Hub is a comprehensive utility designed to fix common QuickBooks issues, including PDF and printing problems.

Step 1: Download and Install QuickBooks Tool Hub

1. Close QuickBooks completely.
2. Download the latest Tool Hub version (1.6.0.8) from the official QuickBooks website.
3. Save the file in an accessible location, like your Downloads folder.
4. Open the downloaded file (QuickBooksToolHub.exe) and follow the installation prompts.
5. Once installed, open Tool Hub from your desktop or search for it in Windows.

Step 2: Run the PDF & Print Repair Tool

1. In Tool Hub, select Program Problems.
2. Click on QuickBooks PDF & Print Repair Tool.
3. Wait a few minutes as the tool scans and fixes issues.
4. Try printing, emailing, or saving as a PDF in QuickBooks again.

If the problem persists, proceed to the next solution.

Solution 2: Restart and Reset Temporary Folder Permissions

Step 1: Restart Your Computer

A simple restart can sometimes resolve minor system glitches affecting QuickBooks.

Step 2: Reset Temp Folder Permissions

1. Press Windows + R, type %TEMP%, and press Enter.
2. Right-click an empty area and select Properties.
3. Go to the Security tab and ensure all user accounts have Full Control.
4. Save changes and attempt to save a PDF from QuickBooks.

Step 3: Test Printing to Microsoft XPS Document Writer

QuickBooks relies on the XPS Document Writer to generate PDFs:

1. Open Notepad and type a test message.
2. Go to File > Print, select XPS Document Writer, and click Print.
3. Save the file to your desktop and verify it opens correctly.

If printing fails, ensure XPS services are enabled in Control Panel > Programs > Turn Windows features on or off.

Solution 3: Create a New Template or Form

Sometimes, corrupted templates can prevent PDF generation:

1. Create a new template or form in QuickBooks.
2. Apply the new template to your transaction.
3. Attempt to save or email the PDF again.

This simple step can resolve many template-specific printing issues.

Solution 4: Update Print Spooler Service Properties

The Print Spooler manages print jobs on Windows. Misconfigured settings can block QuickBooks printing:

1. Press Windows + R, type services.msc, and press Enter.
2. Locate Print Spooler in the list.
3. Right-click > Properties > Startup type: Automatic, then click Apply.
4. Start the service if it isn’t running.

After updating, QuickBooks should be able to print and save PDFs without errors.

Solution 5: Reconcile Window Issues

If the reconcile window disappears or QuickBooks freezes during reconciliation:

1. Check all open windows to locate the reconcile screen.
2. Close all windows and restart the reconciliation process.
3. If errors continue, refer to QuickBooks’ guidance for unrecoverable errors.

Also Find: How to Use QuickBooks Connection Diagnostic Tool?

Advanced Steps with IT Assistance

If none of the above solutions resolve your issue, IT support may be needed:

• Ensure XPS services are enabled and functioning.
• Test the XPS Document Writer outside QuickBooks.
• Adjust security software to allow creation of .xps files.
• Verify Windows user permissions for printing to XPS. Admin rights may be required.

These steps address deeper system or software conflicts affecting QuickBooks printing functionality.

Final Thoughts

PDF and printing problems in QuickBooks Desktop are common but resolvable with the right tools and procedures. Using QuickBooks Tool Hub, resetting folder permissions, updating Print Spooler settings, and verifying XPS printer functionality typically solves most issues. For persistent errors, IT support or Microsoft assistance may be necessary.

By following these steps, you can restore seamless PDF creation, printing, and email functionality in QuickBooks Desktop, allowing your accounting tasks to proceed without interruption.

Frequently Asked Questions