Troubleshooting: “QuickBooks Unable to Create PDF” Issue

QuickBooks Desktop users often encounter the frustrating “Unable to Create PDF” error, which requires targeted troubleshooting across both the application and the Windows operating system. The most effective initial step involves using the QuickBooks Tool Hub to run the PDF & Print Repair Tool, which is designed to automatically fix corrupted components.

The below image shows a glance at the error prompt that pops up on your screen when you fail to create and save the form as a PDF:

If the automated tool fails, the issue is often rooted in Windows security settings or virtual printer conflicts. Key manual resolutions include verifying the integrity and permissions of the Microsoft XPS Document Writer (MXDW) , as QuickBooks relies on this virtual printer’s components for the initial stages of PDF creation. Furthermore, users must ensure the Temporary (%TEMP%) folder has Full Control permissions to allow QuickBooks to write the necessary files during the conversion process. Finally, running the SFC /Scannow utility can repair underlying corrupted Windows system files, such as those related to MSXML 6.0, which are essential for QuickBooks functionality.

QuickBooks Printing and PDF Feature

The QuickBooks Printing and PDF feature authorizes users to manage and collect printouts of financial documents, reports, and forms instantly from the QuickBooks software, which ultimately makes it easier to share the required financial data with its users.

This feature allows you to:

1. Generate PDF Files: Quickbooks allow you to save invoices, reports, purchase orders, and other forms as PDF files. This is useful for emailing or storing digital copies.
2. Print Documents: Users can print physical copies of their financial statements such as payroll reports, invoices, the balance of accounts payable/receivables, etc.
3. Email Documents as PDFs: Once the reports are saved as PDFs, you can email them instantly to creditors, debtors, vendors, or other users to simplify communication and lessen paper usage.

Steps to Save Invoices or Reports in PDF

To save reports and invoices as PDFs in QuickBooks, follow these steps:

What Factors Lead to QuickBook’s Unable to Create PDF Issue?

There are a variety of reasons why PDF and Print problems in QuickBooks occur; a few of them are explained below:

• QuickBooks is not responding, and the PDF converter also shows offline: This won’t allow you to create a PDF and save the form in a PDF format, which ultimately leads to PDF generation error. 
• QuickBooks doesn’t have any template: When QuickBooks doesn’t have any template, you won’t be able to save the form as a PDF, which creates issues when you try to refresh or update your Windows.
• Inability to print transactions or reports: This usually occurs when the paper size does not fit the printing dimensions while printing any reports or invoices.
• Reconcile Window disappears or doesn’t show: When the transaction date fails to match the reconciliation period or when the transaction is entered against the wrong bank account, the Reconcile window disappears or doesn’t show. This may restrict you from creating, emailing, printing a report, or saving it as a PDF.
• QuickBooks could not save your form or reports as a .PDF: This happens when user names and groups in Security are not set to Full Control, which ultimately contributes to different PDF and printing problems.
• Microsoft XPS Document writer on XPS port may be unable to connect to your selected printer: The path to connect the XPS Port with the official printer may be misconfigured.
• QuickBooks is unable to complete the task due to the missing PDF file components: Due to missing PDF file components, QuickBooks fails to complete the important task that causes outdated or damaged Adobe Reader program and restricts you from repairing PDF and printing issues.

eBetterBooks: Quick Fixes

Problem: QuickBooks is not responding, and the PDF converter also shows offline, preventing you from creating a PDF and saving the form in a PDF format.

Solution: You are recommended to install QuickBooks Tool Hub and run the QuickBooks PDF & Print Repair Tool to fix common printing or emailing-related problems. 

Problem: QuickBooks doesn’t have any template, causing the inability to save the form as a PDF and also interrupts you when you try to refresh or update your Windows.

Solution: Creating a Template or Form is the best way to tackle this printing problem; where you can easily create a new template for your form and save it as a PDF. 

Problem: Inability to print transactions or reports, resulting in various printing or emailing problems. This usually occurs when the paper size does not fit the printing dimensions while printing any reports or invoices. 

Solution: Resetting your Temp Folder Permissions helps Windows save or print transactions or reports in it. However, if the Temp folder is set to read-only mode, you will fail to store your essential data in it and end up with different printing problems.  

Problem: Reconcile Window disappears or doesn’t show when the transaction date fails to match the reconciliation period or when the transaction is entered against the wrong bank account. This ultimately restricts you from creating, emailing, or printing a report. 

Solution: You can try to open the Reconcile window from scratch, which helps you to make sure your account is successfully linked to a valid company ID, and you won’t encounter issues related to creating and saving the form as a PDF. 

Problem: QuickBooks could not save your form or reports as a .pdf when user names and groups in Security are not set to Full Control. This may bump you into different PDF and printing problems. 

Solution: To resolve your Save as PDF or Email issues, check if you can print to your XPS document writer, as sometimes the issue lies with your document writer, which doesn’t let you print your forms or reports.

Problem: Microsoft XPS Document writer on an XPS port may find difficulty connecting to your selected printer, resulting in different kinds of issues where you can’t create, email, print, or even save your forms or reports as PDF. 

Solution: You can test, reinstall, or adjust Permissions for Microsoft XPS Document Writer so that you don’t have to deal with PDF and printing-related problems with your software. If you create an XPS file but don’t have an app to store the contents, you have a choice to use the Microsoft XPS Document Writer printer to save all the content of the XPS file.

Problem: QuickBooks is unable to complete the task due to the missing PDF file components, causing outdated or damaged Adobe Reader programs and preventing you from repairing PDF and printing issues. 

Solution: Running a system file checker tool to repair MSXML 6.0 is the best solution ever you must try it at least once. It is basically a facility offered by Microsoft to repair Windows system files and make your printer able to print forms or reports in save as PDF mode.

Ways to Troubleshoot QuickBooks Unable to Create PDF Issue!

If you are unable to create a PDF in QuickBooks, you can try the below-given solutions to resolve the issue and start printing or saving your form as a PDF without any hindrances.

Here’s how:

Case 1: QuickBooks is not responding, and the PDF converter also shows offline

You are suggested to install QuickBooks Tool Hub and run the QuickBooks PDF & Print Repair Tool to fix common printing or emailing-related problems.

The steps for the same are as follows:

Step 1: Install QuickBooks Tool Hub

1. To begin with, close QuickBooks and download the latest QuickBooks Tool Hub version.
2. Now, save the file somewhere you can easily access it, such as your Downloads folder or Windows desktop. Always remember that if you have already installed Tool Hub, you must find out which version you have. For this,

• Hit the Home tab, and the version will display in the bottom right corner of your screen.
• Also, choose About to view the version option.

3. After this, open the file you downloaded named QuickBooksToolHub.exe and follow all the on-screen instructions to install and agree to the terms and conditions.
4. Once the installation finishes, click the Windows desktop icon twice to open the tool hub Program.

Step 2: Make use of QuickBooks PDF & Print Repair Tool

1. Choose Program Problems under the QuickBooks Tool Hub.
2. Now, click on QuickBooks PDF & Print Repair Tool. It will take a few minutes to run.
3. When the tool finishes, try to print, email, or save as a PDF from the QuickBooks application once again and check for the error status.

Case 2: QuickBooks doesn’t have any template

Creating a Template or Form is the best way to tackle this PDF & printing problem; where you can easily make a new template for your form and save it as a PDF.

Here are the steps you have to perform:

1. Firstly, create a new template for your form. 
2. After this, select the template on your transaction.
3. Then, create the .pdf file.

Case 3: Inability to print transactions or reports

Resetting your Temp Folder Permissions helps Windows to save or print transactions or reports in it. However, if the Temp folder is set to read-only mode, you will fail to store your essential data in this and end up with different printing problems.

Adhere to the following steps for the same:

1. To open the Run command, hold and Press the Windows + R keys on your keyboard.
2. Now, type %TEMP% and then press the Enter tab.
3. Hit right-click an empty area of the temp folder, and then choose the Properties option.
4. After this, select the Security key.
5. Ensure that all user names and groups in Security have Full Control.
6. When the permissions have been set to Full Control, you must save it as a PDF again in QuickBooks Desktop.

Case 4: Reconcile Window disappears or doesn’t show

You can try to open the Reconcile window from scratch, which helps you to make sure your account is completely linked to a valid company ID, and you won’t encounter issues related to creating and saving the form as PDF.

However, in case selecting reconcile from the banking menu locks up QuickBooks, but the PDF functions continue to work properly, the reconcile Window might appear off of the screen.

Here are the steps you must check out:

1. Verify that the reconcile window is listed under the Windows menu.
2. Now, choose Close All. 
3. The final step is to start the reconciliation process again.

Case 5: QuickBooks could not save your form or reports as a .pdf.

To resolve your Save as PDF or Email issues, check if you can print to your XPS document writer, as sometimes the issue lies with your document writer, which doesn’t let you print your forms or reports.

Below are the steps to test your XPS document writer:

1. For this, open Notepad and then type Test.
2. Now, navigate to File and then select Print.
3. Choose the XPS Document Writer, and click Print, then enter a filename.
4. After this, save it to your desktop and hover over your desktop, then view the XPS document you printed from the notepad.
5. If you can’t open the file, it indicates that there is some issue with your Microsoft XPS Document Writer.

Case 6: Microsoft XPS Document writer on XPS port may find difficulty to connect to your selected printer

You can test, reinstall, or adjust permissions for Microsoft XPS Document Writer so that you don’t have to deal with PDF and printing-related problems with your software. If you create an XPS file but don’t have an app to store the contents, you have a choice to use the Microsoft XPS Document Writer printer to save all the content of the XPS file.

Let’s see how:

Step 1: Examine XPS Document Writer

1. In the first place, you must ensure that XPS services are turned off. 
2. Review the XPS Document Writer and then print it outside QuickBooks.
3. After this, install Microsoft XPS Document Writer again.
4. Change security software settings.

• Your security software settings, like Norton Antivirus or McAfee Firewall, can easily block the creation of .xps files. Hence, you need to check the settings on your security software to ensure that .xps files aren’t blocked.

5. Then, adjust Windows user permissions for the XPS Document Writer.

QuickBooks fails to convert the file to a .pdf if Windows users don’t have permission to print to the XPS Document Writer. You may need to log in with Administrator Rights to edit such permissions.

Step 2: Install XPS Document Writer again

1. Hold and press the Windows + R keys to reinstall the XPS Document Writer.
2. Now, type Control Panel and press Enter.
3. Choose the option Devices and Printers and then right-click on the Microsoft Document Writer. 
4. After this, hit the Remove Device tab and press Yes to confirm.
5. From the toolbar, select Add a Printer and then click on The printer what I want isn’t listed.
6. Once done, choose Add a local printer or network printer with manual settings and select Use an existing port named PORTPROMPT- local port.
7. Press Next and click Microsoft from the left column. Then, opt for Microsoft XPS Document Writer from the right column.
8. At last, hit Next and click Finish to complete the Microsoft XPS Document Writer installation. Then, you are good to go. 

Step 3: Manage Permissions

1. Initially, go to the Windows start menu and type Control Panel, then press OK.
2. Now, select Devices and Printers and hit right-click on Microsoft XPS document writer.
3. Choose the Printer properties option and then hit the Security tab. 
4. Under Group or User names, click on Everyone user cluster and then press Add. 
5. After this, go to Permissions for Everyone and choose the Check Names option. 
6. Press OK and then click Print. 
7. Furthermore, tick mark the row having the Allow column and hit the OK tab.
8. Navigate to C:\Windows\system32\spool in.
9. Click right on the Printers option and then select the Security option.
10. Next, click on Edit and Add, respectively, then enter the Local service.
11. Also, make sure the local service is having Full control and later click the OK button.
12. Finally, open QuickBooks and create a .PDF file.

Case 7: QuickBooks is unable to complete the task due to the missing components

Using a system file checker tool to repair MSXML 6.0 is the best solution ever; you must try it at least once. It is basically a facility offered by Microsoft to repair Windows system files and make your printer able to print forms or reports in save as PDF mode.

Here’s how you can do the same:

For Windows 8.1 or Windows 8

1. The very first step is to click the Windows start button.
2. Now, enter Command Prompt in the Search box and then right-click on the same. 
3. Select Run as Administrator, and if you are prompted to enter the admin password or for a confirmation, input the password or press Allow.

4. To finish, write down the following command to run SFC/Scannow.

For Windows 7 or Vista

1. To do this, click Start and then write down Command Prompt or cmd in the search box.
2. Now, hit right-click on the Command prompt and choose Run as Administrator. 
3. If you are asked to enter an administrator password or give a confirmation, type the password and press Allow.

• In the end, type in the command to run SFC/Scannow.

Wrapping it Up!

The solutions provided here will help to root out QuickBooks unable to create PDF issues once you start implementing them step-by-step.

Incase, if the issue still persists or you have multiple unanswered queries, feel free to get in touch with our dedicated customer service executives at +1-802-778-9005 and let us help you with this.

FAQ

What exactly is the QuickBooks Tool Hub, and where should I download it from to ensure it’s authentic?

The QuickBooks Tool Hub is a free, all-in-one desktop application developed by Intuit (the maker of QuickBooks) to diagnose and fix a wide range of common technical issues, including PDF and printing problems. It centralizes tools like the QuickBooks File Doctor and the QuickBooks PDF & Print Repair Tool.

To guarantee security and authenticity, you must always download the tool from the official Intuit QuickBooks support website.

• Tool Hub Functionality Includes:
  • PDF and printing errors.
  • Company file issues (using the File Doctor).
  • Network connectivity problems.
  • Installation and program errors.
• Location of PDF Tool: Inside the Tool Hub, navigate to the Program Problems tab and select the QuickBooks PDF & Print Repair Tool.

Why is resetting Temp Folder Permissions a required fix, and what does Full Control mean in this context?

QuickBooks needs temporary working space in the Windows Temporary (%TEMP%) folder to create the initial file components during the PDF conversion process. If the permissions for this folder are restricted (e.g., set to read-only), the conversion process fails.

Full Control is a necessary Windows permission setting that grants the user account (or the application, such as QuickBooks) the maximum level of access, ensuring it can perform all required actions:

• Read: View the contents.
• Write/Modify: Create, edit, and delete the temporary files required to complete the PDF conversion.
• Execute: Run necessary processes.

What is the Microsoft XPS Document Writer (MXDW), and why is testing it outside of QuickBooks so important?

The Microsoft XPS Document Writer (MXDW) is a virtual printer driver built into Windows. QuickBooks relies on the MXDW’s core components to perform the crucial first step of converting a QuickBooks form or report into a printable format, which is then finalized as a PDF.

Testing the MXDW by printing a simple document (like from Notepad) outside of QuickBooks is a key diagnostic step.

• Successful Notepad Print: Indicates that your Windows core printing components are functional, and the issue likely lies within QuickBooks itself (e.g., a corrupted QBPrint.qbp file).
• Failed Notepad Print: Indicates a problem with Windows itself (e.g., the MXDW component is disabled, corrupted, or has incorrect permissions), meaning no application can create a PDF until the Windows component is fixed.

What is the purpose of running the SFC /Scannow command when fixing QuickBooks PDF issues?

The sfc /scannow command runs the System File Checker, which is a Microsoft Windows command-line utility.

Its primary function in this context is to address errors related to MSXML (Microsoft Core XML Services).

• MSXML 6.0: This component is critical because QuickBooks uses XML technology for several functions, and corruption here can interfere with the PDF creation process.
• SFC Action: When run from an elevated (Administrator) command prompt, sfc /scannow scans and replaces any protected Windows system files that are damaged, corrupt, or have incorrect versions, ensuring the underlying components like MSXML are valid.

Why do I need to test or adjust permissions for the PORTPROMPT port during XPS Document Writer reinstallation?

When reinstalling the Microsoft XPS Document Writer, the manual process often involves setting up a new port. The PORTPROMPT (Local Port) is selected to explicitly configure the virtual printer within the Windows operating system.

• PORTPROMPT Relevance: This local port setting helps establish a clean, working connection for the virtual printer, bypassing conflicts that may have occurred with the automatically assigned ports that caused the original error.
• Related Permission: After installation, it’s essential to verify that the Local Service user group has Full Control permissions on the relevant printer spooler folder (C:\Windows\System32\spool\PRINTERS) to ensure the XPS writer can execute print jobs.

What should I check if the Reconcile Window disappears, locking up QuickBooks and preventing me from creating a PDF?

When the Reconcile Window causes QuickBooks to lock up or disappears, the issue is often related to the window’s display position being saved off-screen, rather than a core PDF component error.

The recommended fix focuses on resetting the QuickBooks display environment:

1. Go to the Window menu in QuickBooks.
2. Select Close All to force all open windows, including the hidden Reconcile dialog, to close.
3. Attempt to start the reconciliation process again.

• If the PDF error persists after this display fix, the problem is likely an underlying data integrity issue and may require running the Verify/Rebuild Data utility.

Disclaimer: The information outlined above for “Troubleshooting: “QuickBooks Unable to Create PDF” Issue” is applicable to all supported versions, including QuickBooks Desktop Pro, Premier, Accountant, and Enterprise. It is designed to work with operating systems such as Windows 7, 10, and 11, as well as macOS.