Troubleshooting QuickBooks Printing & PDF Errors: A Complete Fix-It Guide

Printing and PDF-related issues in QuickBooks can be frustrating, often preventing users from printing invoices, generating financial reports, or saving forms as PDFs. Whether it's a "Printer not activated, code 20" error or problems with document creation, these errors stem from printer setup conflicts, outdated drivers, or QuickBooks’ built-in PDF converter issues.

This guide categorizes the most common QuickBooks printing and PDF-related problems and provides step-by-step solutions to restore seamless functionality. By following these troubleshooting methods, users can eliminate errors and ensure an efficient workflow.

Why QuickBooks Users Face Printing & PDF Issues

Errors with printing and PDF generation in QuickBooks can occur due to various technical glitches and misconfigurations. Below are the primary reasons behind such issues:

• Outdated or corrupted printer drivers – If printer drivers are incompatible or damaged, QuickBooks may fail to communicate with the printer, causing errors when printing checks, invoices, or reports.

• Issues with the QuickBooks PDF converter – The software relies on an internal PDF converter, which, if missing or corrupted, can prevent users from saving or emailing forms in PDF format.

• Software compatibility conflicts – Windows updates or QuickBooks upgrades can interfere with printing functionalities, especially when new components such as Microsoft XPS Document Writer disrupt existing configurations.

• Restricted User Account Control (UAC) settings – Windows security settings can block QuickBooks from executing print and PDF-related tasks, leading to permission-based errors.

• Damaged company files – If a QuickBooks file is corrupted, certain documents may fail to print correctly, requiring data repair or recovery.

• Insufficient user permissions – Limited administrative rights on a user’s account can restrict printing operations, leading to unsuccessful print commands.

• Network-related disruptions – Incorrect printer network settings can prevent QuickBooks from establishing a proper connection with the printer, resulting in print failures.

• Issues with TEMP folder access – The temporary files folder plays a crucial role in processing print jobs, and restricted access can disrupt printing and PDF creation.

Understanding these root causes is the first step toward resolving QuickBooks printing and PDF errors effectively.

Frequent Printing and PDF Problems in QuickBooks

Below are some of the most common issues QuickBooks users experience while printing or creating PDFs:

1. Printing Problems in QuickBooks

When QuickBooks encounters printing errors, it affects the ability to generate invoices, checks, and reports. These problems usually stem from printer settings, connection issues, or software misconfigurations.

Invoice Printing Errors

Some users find that invoices do not print as expected, either due to outdated printer drivers or incorrect settings.

Solutions:

• Ensure the Correct Printer is Selected – Make sure QuickBooks is connected to the right printer under printer preferences.

• Configure Printer Settings Properly – Access the printer setup menu and check for misconfigurations.

• Modify User Permissions for XPS Document Writer – Adjust Windows settings to ensure compatibility with QuickBooks.

Printer Setup Fails to Open

If QuickBooks does not respond when trying to configure a printer, the issue is likely related to system conflicts.

Solutions:

• Reinstall Printer Drivers – Updating or reinstalling the correct drivers can resolve printer detection issues.

• Set the Printer as Default – Ensure the preferred printer is set as the default in QuickBooks settings.

• Check Paper and Power Connection – A simple restart and ensuring adequate paper supply may solve the issue.

Automatic Double-Sided Printing Issue

Some users report that their printer defaults to double-sided printing, which may not be suitable for certain documents.

Solutions:

• Disable Duplex Printing from Printer Settings

• Turn Off Double-Sided Printing in Third-Party Applications

• Test the Printer with Other Programs to Identify the Issue

• Run QuickBooks Print & PDF Repair Tool for Automated Fixes

2. PDF Creation and Viewing Issues

QuickBooks relies on PDF viewers to open and save reports, invoices, and forms. However, missing software or misconfigured settings can lead to PDF-related errors.

Unable to Locate PDF Viewer

QuickBooks might not detect a compatible PDF reader, preventing users from viewing or printing PDFs.

Solutions:

• Install QuickBooks Tool Hub & Use the PDF Repair Tool – This resolves software conflicts automatically.

• Set Adobe Acrobat as the Default PDF Viewer – Ensure Adobe Reader or another compatible program is set as the default application for PDFs.

• Update or Reinstall Adobe Acrobat – If Adobe Acrobat is outdated or corrupted, reinstalling it can resolve the issue.

• Rename QBPrint.qbp File – Corrupt printer configuration files may need to be renamed to restore normal function.

• Repair MSXML 6.0 – Fixing this Windows component helps QuickBooks generate PDFs correctly.

PDF Creation Fails in QuickBooks

Users may encounter issues when trying to create PDFs due to damaged PDF converter settings.

Solutions:

• Run the QuickBooks PDF & Print Repair Tool – This built-in tool detects and fixes PDF-related errors.

• Create a New PDF Template – Using a fresh template may resolve document-specific issues.

• Check TEMP Folder Permissions – Ensure the folder where PDFs are stored has full accessibility.

3. Activation & Error Codes Related to Printing and PDFs

Sometimes, users receive technical error messages that prevent them from printing or creating PDFs.

Error Code 20: Printer Not Activated

This issue usually arises due to missing registry entries or permission-related conflicts.

Solutions:

• Fix Microsoft Document Writer Components – Ensuring this component is correctly installed can resolve activation issues.

• Check and Restart Print Spooler Services – Restarting the print spooler can refresh printing functions.

• Modify Registry Settings – Carefully editing the Windows registry can restore lost activation settings.

• Perform a Clean Installation of QuickBooks – If other fixes fail, reinstalling QuickBooks using the Clean Install Tool may be necessary.

• Verify the Default Email Program in the Registry – Misconfigured email settings in Windows can impact QuickBooks’ PDF creation ability.

Printing and PDF-related errors in QuickBooks can disrupt daily business operations. However, by identifying the root causes and applying the right solutions, these issues can be resolved quickly. Whether it's a printer setup issue, software compatibility error, or user permission conflict, this guide provides actionable solutions to restore smooth functionality.

For users who frequently encounter these problems, it is advisable to keep printer drivers updated, configure QuickBooks settings correctly, and use troubleshooting tools like the QuickBooks Print & PDF Repair Tool to minimize future errors.