Printing and PDF-related errors are common challenges faced by QuickBooks users, disrupting tasks like generating invoices, printing checks, or creating financial reports. These issues typically arise due to printer setup conflicts, PDF converter errors, or software compatibility problems. From errors like “Printer not activated, code 20” to difficulties in locating a PDF viewer, such problems can impact productivity and workflow efficiency.
This page categorizes and describes the most frequent QuickBooks printing and PDF issues, providing a clear understanding of their causes to help users resolve them effectively. Whether you’re dealing with printer setup issues, PDF creation errors, or technical activation problems, our guide is here to assist you.
Common Reasons Behind QuickBooks Printing and PDF Issues & Errors
Common issues with printing and PDF generation in QuickBooks can arise from various factors that affect the users’ ability to print invoices, reports, and other documents.
- Outdated or corrupted printer drivers can prevent QuickBooks from communicating effectively with the printer which leads to errors such as “QuickBooks cannot create a PDF file” or issues with printing checks and invoices.
- The internal PDF converter used by QuickBooks may be missing or damaged. This can cause errors when saving or emailing forms as PDFs.
- Compatibility issues may arise after updates to QuickBooks or the operating system, particularly if new components like Microsoft XPS Document Writer interfere with existing configurations.
- UAC settings on Windows can restrict QuickBooks’s ability to perform certain actions related to printing and PDF generation, which can lead to functionality issues.
- Corrupted company files or specific documents being printed can also lead to printing failures. This often requires data recovery methods to resolve.
- The user account running QuickBooks may lack sufficient permissions to execute printing tasks, which can prevent successful print jobs.
- Incorrect network settings in network printers can disrupts communication between QuickBooks and the printer which results in print errors.
- Problems with the TEMP folder’s accessibility can prevent QuickBooks from correctly processing print commands. It is important to make sure that this folder is accessible and that permissions are set correctly.
List of Most Common QuickBooks Printing and PDF Issues & Errors
1. Printing Issues
Problems related to printing documents such as invoices, checks, or reports directly from QuickBooks. These issues often stem from printer setup, connectivity, or software configuration.
- Unable to print invoices from QuickBooks – Invoices fail to print, often due to printer compatibility issues, improper setup, or outdated printer drivers.
Solutions to Fix the Error
Solution 1: Use the Right Printer
Solution 2: Set the Printer Correctly
Solution 3: Adjust Windows User Permission for XPS document writer
- Printer setup not opening or not working – The printer setup screen in QuickBooks won’t load or respond, preventing users from configuring their printing preferences.
Solutions to Fix the Error
Solution 1: Set Up Your Printer Correctly
Solution 2: Install The Printer Drivers
Solution 3: Set Up Your Printer As The Default In QuickBooks
Solution 4: Printer Must be Turned On and Sufficiently Loaded With Papers
- Error default double-sided printing – Incorrect printer settings default to double-sided printing, which may not align with user requirements.
Solutions to Fix the Error
Solution 1: Turning off the Default Duplex Printing Option of the Printer
Solution 2: Disable the Duplex Printing Option from the 3rd Party Programs
Solution 3: Disabling the Duplex Printing Setting From the Printer’s Setting Menu
Solution 4: Print from Another Program
Solution 5: Test the Printer Setup
Solution 6: Check your Company File and QuickBooks Installation
Solution 7: Run the Print & PDF Tool from the QB Tool Hub
2. PDF Viewer and Creation Issues
Challenges associated with QuickBooks’ ability to interact with PDF viewers or generate PDF documents, such as invoices or reports.
- Unable to locate PDF viewer problem – QuickBooks cannot find a compatible PDF viewer, potentially due to missing or misconfigured software.
Solutions to Fix the Error
Solution 1: Install QuickBooks Tool Hub & Run the QuickBooks PDF & Print Repair Tool
Solution 2: Set Adobe Reader as the Default PDF Viewer
Solution 3: Repair, Update or Re-install Adobe Reader/Acrobat
Solution 4: Rename Qbprint.qbp File
Solution 5: Repair MSXML 6.0
Solution 6: Checking Your Microsoft XPS Document Writer Setup
- Unable to create PDF issue – QuickBooks encounters errors when creating PDF documents, often caused by problems with the PDF converter or printer drivers.
Solutions to Fix the Error
Solution 1: Install QuickBooks Tool Hub and Run the QuickBooks PDF & Print Repair Tool
Solution 2: Creating a Template or Form
Solution 3: Resetting your Temp Folder Permissions
3. Activation and Error Codes
Technical errors that prevent printing or PDF creation due to activation or configuration problems.
- Error code 20: Printer not activated – This error occurs when the QuickBooks PDF converter is not properly activated, often due to registry or permission issues.
Solutions to Fix the Error
Solution 1: Fixing Microsoft Document Writer Windows Component
Solution 2: Check and Configure the Print Spooler Service
Solution 3: Manually Edit or Update The Registry Key
Solution 4: Reinstall QuickBooks Using the Clean Install Tool
Solution 5: Check the Default Email Program in the Windows Registry
Disclaimer: The information outlined above for “QuickBooks Printing & PDF Issues – Process of Fixing Them” 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.