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Why Can’t I Print Cheques or Switch Printers in QuickBooks Desktop?

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I’m Terrinoan, and I’ve been trying to print a batch of cheques from QuickBooks Desktop, but nothing is working the way it should. The default printer suddenly stopped responding right when I needed to print multiple time-sensitive vendor payments. I tried restarting both QuickBooks and the printer, but it still doesn’t push the print job through.

Thinking the issue might be the printer itself, I attempted to add a secondary printers to keep things moving. But QuickBooks doesn’t seem to recognize the new printer, even though it’s fully installed and works with other apps on my system. When I go to the Printer Setup under File > Printer Setup, the new printer isn’t listed or, if it is, selecting it does nothing. I’ve double-checked the Windows printer settings the new printer is set as default, drivers are updated, and test prints work fine outside QuickBooks.

Now I’m stuck I can’t print cheques from the current printer, and I can’t switch to another one. It’s delaying payments and could affect my relationships with vendors. I need QuickBooks to either properly detect the second printer or help me reset whatever is blocking the print job from going through. This should be a basic function, and yet it’s causing a major hold-up in my accounting workflow.

Hi Terrinoan,
You’re not the only one stuck in this frustrating situation where QuickBooks Desktop suddenly stops printing cheques and refuses to recognize a new printer. Just when you needed to process time-sensitive vendor payments, your default printer stopped responding, and QuickBooks refused to push the print job through.

You have tried using a second printer, but QuickBooks wouldn’t cooperate. Despite being fully installed, set as the Windows default printer, and successfully printing from other applications, the new printer either doesn’t appear in QuickBooks’ Printer Setup, or if it does, selecting it simply does nothing.

You’ve already taken the right initial steps:

  • Restarting QuickBooks 
  • Rebooting the printer
  • Checking printer drivers
  • Verifying that everything works in other apps

Still, QuickBooks won’t send the cheque print job through.

At this point, what you need is for QuickBooks to either recognize the second printer correctly or clear whatever is blocking the print job from being processed. These are both basic functions, but when they fail, they cause serious workflow disruptions, especially when vendor payments are on the line.

This guide walks you through the likely causes and the exact steps to restore cheque printing in QuickBooks Desktop, risking payment delays.

 Why is this happening?

Possible CauseWhat It Means
Corrupted QBPrint.qbp fileQuickBooks uses this file to store printer settings. If it’s damaged, printing fails silently or inconsistently.
Windows Print Spooler issuesQuickBooks relies on this service to process print jobs. If stuck, print tasks won’t pass through.
Permissions or admin accessQuickBooks does not recognize printers if not run with admin rights.
Printer mapping errorsQuickBooks does not refresh its printer list, especially after adding a new printer or changing default printers.

Solutions to Fix Printer Detection and Cheque Printing Issues in QuickBooks Desktop

This section outlines practical solutions that target the key reasons behind printer detection issues and cheque printing failures in QuickBooks Desktop. You can quickly restore printing functionality and keep vendor payments on schedule by resetting configurations, restarting services, and using QuickBooks repair tools.

Solution 1. Delete and Reset QuickBooks Printer Settings File

This clears corrupted settings and forces QuickBooks to re-detect all installed printers.

  1. Step: Close QuickBooks Desktop completely.
  2. Step: Open File Explorer and go to:
    C:\ProgramData\Intuit\QuickBooks 20XX
  3. Step: Locate the file: QBPRINT.QBP
  4. Step: Rename it to: QBPRINT.OLD
  5. Step: Reopen QuickBooks. 
    • It will automatically generate a new printer settings file.
  6. Step: Go to File > Printer Setup, 
  7. Step: Check if your second printer shows up and works.

Solution 2. Restart the Print Spooler Service

Ensures Windows print jobs aren’t stuck or blocking QuickBooks-specific jobs.

  1. Step: Press Windows + R, type services.msc, and press Enter.
  2. Step: Scroll down to Print Spooler.
  3. Step: Right-click > Stop.
  4. Step: Wait 10 seconds, then right-click again > Start.
  5. Step:Try printing a cheque from QuickBooks again.

Solution 3. Run QuickBooks as Administrator

Gives QuickBooks elevated access to interact with printer drivers and system settings.

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  1. Step: Close QuickBooks.
  2. Step: Right-click on the QuickBooks Desktop icon.
  3. Step: Select Run as administrator.
  4. Step: Retry selecting and printing from the second printer.

Solution 4. Use Sample Company File to Isolate Issue

Confirms if the issue is related to your specific company file or a system-wide QuickBooks setting.

  1. Step: Open QuickBooks Desktop.
  2. Step: Go to No Company Open  
  3. Step: Click Open a Sample File.
  4. Step: Attempt to print a cheque or invoice from the sample file.
    • ✅ If it works: the issue is with your company file. You may need to verify/rebuild data.
    • ❌ If it fails: the issue is with QuickBooks install or system settings.

Solution 5. Use QuickBooks Tool Hub – Print & PDF Repair Tool

This utility fixes underlying issues with print components.

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  1. Step: Download or open QuickBooks Tool Hub.
  2. Step: Go to Program Problems 
  3. Step: Click QuickBooks Print & PDF Repair Tool.
  4. Step: Let the tool run, then restart your PC.
  5. Step: Reopen QuickBooks and retry printing.

FAQs

Why does QuickBooks Desktop sometimes fail to update its list of available printers?

QuickBooks relies on a static configuration file (QBPRINT.QBP) to manage printer settings. If this file becomes outdated or corrupted, new printers installed in Windows may not appear in QuickBooks until the file is reset.

Can a Windows update affect cheque printing in QuickBooks Desktop?

Yes. Certain Windows updates can reset printer configurations, update drivers, or change print spooler permissions, which may prevent QuickBooks from printing properly—even if printers work fine in other apps.

Does QuickBooks Desktop support wireless or network printers for cheque printing?

QuickBooks can work with wireless or network printers, but local USB-connected printers are generally more reliable for cheque printing. Network delays, driver mismatches, or connection drops can interrupt or block print jobs.

Can antivirus or firewall settings block QuickBooks from printing?

Yes. In some cases, overly strict security software can interfere with print jobs by blocking QuickBooks components or Windows print services. Temporarily disabling the firewall or creating an exception for QuickBooks may help isolate the issue.

Disclaimer: The information outlined above for “Why Can’t I Print Cheques or Switch Printers in QuickBooks Desktop?” 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.