Unable to Print QuickBooks Desktop Pro/Premier Payroll Forms or Reports

To fix payroll printing errors in QuickBooks Desktop Pro or Premier, verify your printer setup, utilize the Default Windows Printer, update QuickBooks, and run the QuickBooks Print Repair Tool.

Print Payroll Reports in QuickBooks Pro/Premier is often caused by outdated or incompatible printer drivers, incorrect printer configuration in QuickBooks, damaged form templates, issues with the QuickBooks PDF Converter, or system-level permission restrictions. 

Unable to print QBD Pro/Premier Payroll Forms Reports can disrupt business operations, causing delays in payroll processing, tax filing, employee dissatisfaction, data inaccuracies, incorrect deductions, and internal workflow disruptions.

Once printing errors are resolved, users can generate and print all necessary payroll reports, pay stubs, and tax forms directly from QuickBooks Desktop Pro or Premier. This restores operational efficiency and allows businesses to meet their payroll obligations without delay.

How to Fix Payroll Printing Error? Step – by – Step Troubleshooting Guide

To resolve payroll printing errors in QuickBooks Desktop Pro or Premier, follow these steps to diagnose and correct the issue:

Step 1: Test Printer Setup

To test the printer setup, turn off the printer, restart your computer, turn the printer back on, ensure printer paper is loaded correctly, and then follow the steps mentioned below:

1. Click on Start > Control Panel > double click on Printers and Faxes.
2. Right-click on the printer and choose the Use Printer Online option if your printer shows Offline. 
3. Select Printer > Cancel All Documents if print jobs are in the queue.
4. Close the window.
5. Right-click the printer icon and choose Properties > Print Test Page.

Note: The Print Test Page command may fail on a network printer due to a network connectivity issue.

Step 2: Run QuickBooks Print & Print Repair Tool

Users need QuickBooks Tool Hub access to use the Print Repair Tool.

• Open QuickBooks Tool Hub.
• Click on Program Problems > QuickBooks PDF & Print Repair Tool.
• Print, email, or save as a PDF from QuickBooks Desktop.

Step to Install QuickBooks Tool Hub

To fix common QuickBooks Desktop errors, follow the below-mentioned steps to install the QuickBooks Tool Hub:

1. Close QuickBooks.
2. Download the latest version (v1.6.0.8) of QuickBooks Tool Hub.
3. Open the downloaded file (QuickBooksToolHub.exe).
4. Follow the on-screen instructions to install and accept the terms.
5. Double-click the desktop icon to launch Tool Hub.

• Note:
  • If you don’t see the icon, search for “QuickBooks Tool Hub” in the Windows search bar.
  • To check your current version, open Tool Hub and go to the Home tab. You will see the version listed at the bottom.

Step 3: Update QuickBooks Desktop

Outdated versions of QuickBooks Desktop Pro/Premier may cause payroll printing errors due to missing updates, outdated tax tables, or compatibility issues with Windows and printer drivers.

Follow these steps to update your software:

1. Go to Help > Update QuickBooks Desktop.
2. Select Update Now > Get Updates.
3. Close and reopen QuickBooks to install the latest payroll updates and software patches.

Step 4: Update the Print Spooler service properties

The Print Spooler is a Windows service that manages print jobs. If it fails, QuickBooks may not print payroll forms correctly.

Follow these steps to fix the Print Spooler:

• Right-click the Start button > Run.
• Type services.msc and click on OK.
• Find the Print Spooler service.
• Right-click it and select Properties.
• Set Startup type = Automatic.
• Click on Apply and OK.
• Right-click the Print Spooler service again and select Start to begin the service.

Step 5: Verify and Rebuild Data

Hidden data issues in the company file can affect payroll printing. QuickBooks offers tools to check (Verify Data) and fix (Rebuild Data) errors.

Follow the below-mentioned steps to verify and rebuild data:

Step 6: Utilize the Default Windows Printer

QuickBooks uses the system’s default printer settings to manage print jobs. Payroll form and report printing may fail if no default printer is set or if it points to an unavailable device. 

Follow the below-mentioned steps to set up your printer as the default in QuickBooks:

1. Go to Start > Control Panel > Devices and Printers.
2. Locate your working printer in the list.

3. Right-click it and choose Set as default printer.
4. Open QuickBooks and try printing your payroll forms again.

Step 7: Reinstall QuickBooks Desktop

If the previous steps do not fix the payroll printing issue, perform a clean reinstall of QuickBooks to restore all program components.

Follow these steps:

1. Open Windows Start menu > Control Panel > Programs and Features.
2. Select the software and click on Uninstall a Program.
3. Go to QuickBooks official website to reinstall QuickBooks.
4. Update QuickBooks to the latest release to ensure full payroll functionality.

Note: Before you begin with reinstalling your QuickBooks Desktop Pro/ Premier, make sure to take a backup of your company file to avoid any data loss.

Step 8: Verify Printer Selection in QuickBooks

Make sure the correct printer is selected to prevent printing issues.

Follow the below mentioned steps to verify printer selection in QuickBooks Pro/Premier:

• In QuickBooks, go to File > Printer Setup.
• Select the form you wish to print.  
• Make sure the printer name displayed matches the actual printer you are using.  
• If it doesn’t match, adjust the settings in your computer’s printer settings. 

Step 9: Try a Different Printer

If issues persist, try a different printer to rule out printer-specific problems.

Follow these steps to switch printers:

1. Go to File > Printer Setup in QuickBooks.  
2. Select the desired form and choose a different printer
3. Click on Help option for additional guidance on configuring printer settings. 

Conclusion

Payroll printing errors in QuickBooks Desktop Pro or Premier can lead to payment delays, compliance issues, and damaged employee trust. To resolve these issues, verify printer setup, update QuickBooks, use the Print Repair Tool, and check system settings.

If you still encounter problems, you may need to perform a clean reinstall of QuickBooks or contact QuickBooks support for assistance. To avoid recurring printing issues, keep your software updated, check your printer settings, and maintain a stable system.

Frequently Asked Questions

Disclaimer: The information outlined above for “Unable to Print QuickBooks Desktop Pro/Premier Payroll Forms or Reports” 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.