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Fix printing issues in QuickBooks Desktop

by Intuit Updated 2 weeks ago

Learn how to fix printing issues in QuickBooks Desktop.

There are multiple reasons you might have trouble printing from QuickBooks Desktop. Here are some solutions to the most common issues.

Before you start make sure:

  • You update QuickBooks to the latest release.
  • Your computer is connected to the printer.
  • You have the latest printer software installed.
  • There are no error messages or warning lights on your printer.

In this article, you'll learn how to try the following solutions:

Solution 1: Print from another program

Let’s make sure you can print from any program. In these steps we’ll use Notepad. You can try to print from any program you have, as long as it's not QuickBooks.

  1. Select Start and browse to Notepad.
  2. Enter some text and go to File, then select Print.
  3. Select the correct printer and select Print.

If it didn’t print, go to Solution 2.

If the other program did print successfully, go to Solution 3.

Solution 2: Test the printer setup

Use these steps to test your printer’s setup.

Step 1: Make sure the printer is setup correctly.

  1. Turn off the printer, restart your computer, and then turn the printer back on.
  2. Make sure you load the printer paper correctly.
  3. Select Start, select Control Panel, then double-click Printers and Faxes.
  4. If the printer shows Offline, right-click the printer and select Use Printer Online.
  5. Double-click the printer and if there are print jobs displayed in the queue, select Printer, then Cancel All Documents.
  6. Close the window.
  7. Right-click the printer, select Properties, and then select Print Test Page.

    Note: If the printer is a network printer and the test page doesn't print, network issues could be the cause.

Step 2: Make sure the printer is the right one

  1. In QuickBooks, go to the File menu and select Printer Setup.
  2. Select the form you want to print.
  3. Make sure the printer name matches the exact name of the printer you want to use. If not, you’ll need to correct the setup within your computer’s Printer Setup first.
  4. Select Help in this area for more help on these settings.

Step 3: Print to a different printer

  1. In QuickBooks, go to File, then select Printer Setup.
  2. Select the form you want to print.
  3. Select a different printer, like the Microsoft XP printer.
  4. Select Help in this area for more help with these settings.

Solution 3: Test your company file and QuickBooks installation

Test your company file:

  • Print a different form or, if you’re using customized forms or memorized reports, try a standard form or report.
  • If you were printing a batch of forms in QuickBooks, try to print a single form. If successful, try to print smaller batches.
  • Open one of the QuickBooks sample company files and try to print the same type of form or report. If it works, use Resolve data damage on your company file to resolve any data damage in your file and then try to print again.

If you still can’t print from a sample file, go to Solution 4.

Solution 4: Run the Print and PDF tool for the QuickBooks Tool Hub

Step 1: Download 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.

  1. Close QuickBooks.
  2. Download the most recent version ( 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.
  3. Open the file you downloaded (QuickBooksToolHub.exe).
  4. Follow the on-screen steps to install and agree to the terms and conditions.
  5. 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: Use the Print and PDF Repair tool

  1. In the QuickBooks Tool Hub, select Program Problems.
  2. Select QuickBooks PDF & Print Repair Tool. It'll take about a minute to run.
  3. Try to print or save as a PDF from QuickBooks Desktop again.

If the tool doesn't work, manually rename the QBPrint.QBP file

Find QBPrint.qbp:

  • Windows 10 and newer: C:\ProgramData\Intuit\QuickBooks 20xx
    (20xx represents the version of your QuickBooks.)
  • Server 2012 and newer: C:\Program Data\Intuit\QuickBooks YEAR and C:\Users\**remote user**\AppData\Roaming\Intuit\ YEAR VERSION\TSPrinterSettings
    Note: Terminal Service users report finding duplicate copies of the Qbprint.qbp file with the stored client data files; double-check all folders for odd instances.

Tip: You might need to Display hidden files and folders or search for files using Windows to find these files in Windows.

Rename the QBprint.qbp file:

  1. Right-click the QBprint.qbp file for your QuickBooks version and select Rename.
  2. Add the word old to the file name (i.e. QBPrint.qbp.old)
  3. Open QuickBooks Desktop.
  4. Go to File and select Printer Setup.
  5. Select any transaction in the Form Name list and select OK. This will create a new QBprint.qbp file.
    Note: You don't have to do this for every transaction.
  6. Try to open and print any transaction.

If you still can't print

 If you still can’t print, Re-install QuickBooks for Windows.

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