Troubleshoot PDF and Print problems with QuickBooks Desktop

QuickBooksHelp · ‎December 10, 2018

Learn how to troubleshoot problems when you can’t print, email, or save as a PDF from QuickBooks Desktop.

If you can’t print, email, or save as a PDF from QuickBooks Desktop, we have the tools to help.

Errors the Print and PDF Repair tool can fix

There is a problem connecting to your currently selected printer, Microsoft XPS Document writer on XPS port.
Could not print to printer.
Error: QuickBooks can't complete the current action due to a missing component: Missing pdf file component.
QuickBooks is not responding.
PDF Converter shows offline.
You cannot print directly to the QuickBooks PDF Converter.
The device is not ready.
Unable to save as .pdf file.
QuickBooks could not save your form or reports as a .pdf.
QuickBooks freezes when you try to reconcile accounts.
Print Driver Host for 32-bit Applications has Stopped Working.
Unrecoverable error.
QuickBooks PDF Converter Activation Error -20, -30, or -41.
Error 1722 or 1801 when installing PDF Converter.
Problems printing transactions or reports.

Solution 1: Run the QuickBooks Print & Print Repair Tool from the QuickBooks Tool Hub

Step 1: Download and install the QuickBooks Tool Hub

The QuickBooks Tool Hub helps fix common errors. You'll need to close QuickBooks to use the tool hub. For the best experience, we recommend you use Tool Hub on Windows 10, 64-bit.

Close QuickBooks.
Download the most recent version (1.5.0.0) of the QuickBooks Tool Hub. Save the file somewhere you can easily find it (like your Downloads folder or your Windows desktop). Note: If you've installed Tool Hub before, you can find out which version you have. Select the Home tab. The version will be on the bottom.
Open the file you downloaded (QuickBooksToolHub.exe).
Follow the on-screen steps to install and agree to the terms and conditions.
When the install finishes, double-click the icon on your Windows desktop to open the tool hub.

Note: If you can't find the icon, do a search in Windows for QuickBooks Tool Hub and select the program.

Step 2: From the Tool Hub, run the QuickBooks PDF & Print Repair Tool

In the QuickBooks Tool Hub, select Program Problems.
Select QuickBooks PDF & Print Repair Tool. It will take about a minute to run.
Attempt to print, email, or save as a PDF from QuickBooks Desktop again.

If this doesn't fix the issue, move on to the next solution.

Solution 2: Reset your temp folder permissions

Step 1: Reset your temp folder permissions

If you still get an error, reboot your computer and then try again. If it still fails, try to reset your temp folder permissions. Check the folder permissions to the TEMP folder:

Press the Windows key + R to open the RUN command.
Type %TEMP% and press Enter.
Right-click an empty area of the temp folder, and choose Properties.
Select the Security tab.
Ensure all user names and groups showing on the Security tab have Full Control.
Once the permissions have been set to Full Control, save as a PDF again within QuickBooks.

Step 2: Confirm you can print to your XPS (only for Save as PDF and Email issues)

Confirm you can print to your XPS Document Writer. QuickBooks uses parts of the XPS Document Writer (Microsoft Windows product) to save as a PDF.

Open Notepad.
Type Test. Select File and then Print.
Select the XPS Document Writer, and then Print.
Type a filename and save it to your desktop.
Go to your desktop and view the XPS document you printed from notepad.

Things to consider:

To test print issues, print to your printer (instead of your XPS Document Writer). Check if you can print successfully outside QuickBooks.
If you can't print to your XPS printer (or actual printer) outside of QuickBooks, you'll need to contact your IT professional or Microsoft for help. Microsoft XPS Writer (or your printer driver) isn't an Intuit product.

Solution 3: Check to see if the reconcile window is off of the screen

If QuickBooks appears to lock up after you select reconcile from the Banking menu, but PDF functions work, the reconcile window may show off screen.

Choose the Window menu and look in the list to see if your reconcile window is listed.
Select Close All and begin the reconcile again.

If you continue to get an error while you reconcile accounts, get more help with unrecoverable errors.

Solution 4: Test, reinstall, and adjust permissions for XPS Document Writer (for users who use Windows but not Terminal Services)

Before you proceed with this solution consider the following:

Intuit doesn't support Microsoft apps and isn't responsible for these tools.
If you're uncomfortable with these tasks, we recommend you have an IT professional do this for you.

Step 1: Test the XPS Document Writer and print outside QuickBooks

From the File menu, select Print.
In the Print window, select Microsoft XPS Document Writer from the list of printers, and select Print.
Save the .xps file to your computer's desktop.
Go to your desktop and look for the .xps file:

If the .xps file is there, try to open it. If you get an error when you open it or if the file doesn’t display right, the XPS Document Writer will need to be reinstalled.
If the file isn’t there and you didn't receive an error when you saved it, a security setting may be the issue. It doesn’t let you print and may delete the .xps file after it’s created.
If QuickBooks encounters a problem when you try to print, or if the XPS Document Writer isn’t available, it needs to be installed again.

If you can't print to your XPS printer outside QuickBooks, you'll need to contact your IT professional or Microsoft for help. The Microsoft XPS Writer isn't an Intuit product.

Step 2: Verify XPS Services are Enabled

On your keyboard, press the Windows key + E to open the explorer window.
Select the Computer tab in the upper left.
Select Uninstall or change a program under the System group.
Select Turn Windows Features on or off.
Scroll down to make sure the XPS Services and XPS Viewer are enabled (check marked).

If one or both aren't enabled, place a checkmark in both boxes and press OK. Test QuickBooks after you enable both services to see if the issue is fixed.
If they're both enabled and you still get errors, reinstall the XPS printer.

Step 3: Reinstall Microsoft XPS Document Writer

For Windows 8:

Hover the mouse in the lower or upper right hand corner to display the Start Screen.
Select Settings then Control Panel and then Devices and Printers.
Select Microsoft XPS Document Writer icon and Remove device.
Select Yes to confirm.
From the toolbar, select Add a printer, and then Add a local printer or network print with manual settings.
In the Use an existing port: select PORTPROMPT: (Local Port) and then Next.
From the manufacturer list, select Microsoft, then Microsoft XPS Document Writer v4 and select Next.
Select Replace the current driver option and then Next.
In the Printer Name field, take out v4 so the name is Microsoft XPS Document Writer.
Select Finish (you may want to uncheck the box to make the XPS writer the default printer).

For Windows 7/Windows Vista:

From the Windows Start menu, select Devices and Printers.
Select Microsoft XPS Document Writer icon and Remove device.
Select Yes to confirm.
From the toolbar, select Add a printer, and Add a local printer.
Select Use an existing port option.
Choose XPSPort: (Local Port) and then Next.
From the manufacturer list, select Microsoft, then Microsoft XPS Document Writer v4 and then Next.
Select Replace the current driver option and then Next.

Step 4: Adjust Windows user permissions for the XPS Document Writer

If a Windows user doesn’t have permission to print to the XPS Document Writer, QuickBooks won't be able to convert the file to a .pdf. You may need to sign in with Admin Rights to change these permissions.

Open the Printers Control Panel in Windows.
Right-click the Microsoft XPS Document Writer and choose Printer properties (Windows 8).
Select Security.
Select the Everyone user group.
(Optional) If the Everyone group is not in the list: a) Choose the Add button. b) Enter Everyone in the field and c) choose Check Names. Then, select OK.
In the Allow column, select Print (place a checkmark in that row), and then OK.
Now navigate to C:\Windows\System32\spool in Windows Explorer.
Select Printers and choose Properties.
Select Security.
Select Edit.
Select Add.
Type Local Service and select Enter.
Make sure Local Service has Full Control, then select OK.
Open QuickBooks and try to create a .pdf file.

Step 5: Edit security software settings

Settings in your security software, such as Norton Antivirus or McAfee Firewall, can also block the creation of .xps files. Check the settings on your security software to make sure .xps files aren't blocked.

Note: Intuit can't provide support for specific issues with these products because of the number of firewall and antivirus programs.

If you need more help, check with your system or network administrator, the vendor you purchased your antivirus or firewall software from, the software developer's website, or a local computer consultant.

Step 6: Install or repair MSXML 6.0

MSXML 6.0 is a Microsoft Windows component and is part of the system requirements for the XPS Doc Writer.

For Windows 8:

Run System File Checker to repair MSXML 6.0, which is built into Windows 8. System File Checker is a utility by Microsoft to repair Windows system files.

Hover the mouse in the Upper or Lower right-hand corner and select the Magnifying Glass.
Type Command and select on Command Prompt.
Select the option on the bottom bar to Run as administrator.
If you are asked for the Administrator password, enter the password or select Allow.
Type in sfc/scannow.

For Windows 7 and Windows Vista:

Run System File Checker to repair MSXML 6.0, which is built into Windows 7. System File Checker is a utility provided by Microsoft to repair Windows system files.

Select the Windows Start.
Choose All Programs, then select Accessories.
Select Command Prompt and select Run as Administrator.
If you are asked for the Administrator password, enter the password or click Allow.
Type in sfc/scannow.

Step 7: Create a new template for your form

You may see an issue if you have damage to a template.

Create a new template for your form:

Create a new template for your form. Get more help with creating new templates.
Change the template on your transaction.
Create your .pdf.

Step 8: Bypass the print spooler (for Terminal Services only)

After you set the permissions for XPS Document Writer on the server for Terminal Services, you must set the XPS Document Writer to bypass the print spooler

Open the Printers Control Panel in Windows.
Right-click the Microsoft XPS Document Writer and choose Printer properties (Windows 7 & 8) or Properties (Windows Vista).
Select the Advanced tab and select Print Directly to Printer.
Select OK to save your changes and close the Printer Properties.