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What to Do When PDF and Print problems with QuickBooks Desktop

Copper Contributor

QuickBooks Desktop is a powerful accounting software that allows businesses to manage their finances efficiently. However, users may encounter issues when attempting to generate PDFs or print documents from QuickBooks Desktop. These problems can range from missing PDF functionality to errors during the printing process, causing frustration and delays in accounting tasks. In this article, we'll explore what PDF and print problems in QuickBooks Desktop entail, examine potential reasons behind them, and provide comprehensive solutions to resolve them effectively.


What are PDF and Print Problems in QuickBooks Desktop?


PDF and print problems in QuickBooks Desktop refer to issues encountered when attempting to generate PDFs or print documents directly from the software. These problems can manifest in various ways, such as:

  • Inability to save or email forms and reports as PDF files.
  • Missing or blank PDF attachments when emailing forms or reports.
  • Error messages indicating problems with the PDF converter or printer settings.
  • Printouts containing incomplete or distorted information.


Reasons for PDF and Print Problems in QuickBooks Desktop:


Several factors can contribute to PDF and print problems in QuickBooks Desktop. Some common reasons include:

  1. Issues with the PDF Converter: QuickBooks Desktop relies on a built-in PDF converter to generate PDF files. Problems with the PDF converter, such as missing components or outdated drivers, can lead to PDF generation errors.

  2. Printer Configuration Issues: Incorrect printer settings or outdated printer drivers can cause printing problems in QuickBooks Desktop, resulting in incomplete or distorted printouts.

  3. Corrupted QuickBooks Components: Corruption within QuickBooks components, such as installation files or company files, can interfere with PDF and print functionality, causing errors during the printing process.

  4. Windows User Account Control Settings: User Account Control (UAC) settings in Windows may prevent QuickBooks Desktop from accessing necessary resources for PDF generation and printing, leading to errors.

  5. Compatibility Issues: Compatibility issues between QuickBooks Desktop and the operating system or other software installed on the computer can affect PDF and print functionality.


Solutions to Fix PDF and Print Problems in QuickBooks Desktop:


To resolve PDF and print problems in QuickBooks Desktop, follow these comprehensive solutions:

  1. Update QuickBooks Desktop and PDF Drivers:

    • Ensure that QuickBooks Desktop is updated to the latest version.
    • Update the PDF drivers by reinstalling or repairing the Microsoft XPS Document Writer and the XPS Services feature in Windows.
  2. Set up QuickBooks PDF Converter:

    • Open QuickBooks Desktop and go to the File menu.
    • Select Printer Setup and then select Forms.
    • Choose the QuickBooks PDF Converter and click on Properties.
    • Ensure that the printer name is set to "QuickBooks PDF Converter" and click OK.
  3. Reinstall QuickBooks PDF Converter:

    • Close QuickBooks Desktop and any other applications running on your computer.
    • Press Windows + R on your keyboard to open the Run dialog box.
    • Type "control printers" and press Enter to open the Devices and Printers window.
    • Right-click on the QuickBooks PDF Converter and select Remove Device.
    • Restart your computer and reopen QuickBooks Desktop to reinstall the PDF Converter.
  4. Adjust Windows User Account Control Settings:

    • Open the Control Panel on your computer and navigate to User Accounts.
    • Click on Change User Account Control settings and move the slider to the bottom (Never Notify).
    • Click OK and restart your computer to apply the changes.
  5. Check Printer Settings and Drivers:

    • Verify that the correct printer is selected in QuickBooks Desktop by going to the File menu, selecting Printer Setup, and choosing the appropriate printer.
    • Update printer drivers to the latest version by downloading them from the manufacturer's website.
  6. Repair QuickBooks Desktop Installation:

    • Close QuickBooks Desktop and open the Control Panel on your computer.
    • Select Programs and Features (or Add/Remove Programs) and locate QuickBooks Desktop in the list of installed programs.
    • Right-click QuickBooks Desktop and select Repair. Follow the prompts to repair the installation.




Encountering PDF and print problems in QuickBooks Desktop can be frustrating, but with the right troubleshooting steps, you can resolve them and ensure smooth document management and printing. By addressing potential causes such as issues with the PDF converter, printer configuration, corrupted components, Windows UAC settings, and compatibility issues, you can effectively troubleshoot and resolve PDF and print problems in QuickBooks Desktop.


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