How to Add Failed Printer in QuickBooks?

Users print financial documents in QuickBooks by adding a printer. However, they often experience printing issues while connecting the printer to the software. One such common issue is “QuickBooks Add Printer Failed.” Mismatched drivers, internet problems, and other factors trigger this error. 

This guide explains the causes and solutions to fix printing and PDF issues in QuickBooks Desktop in detail.

What are the reasons for printers failing to add to QuickBooks?

Here is the list of the reasons why printers fail to add in QuickBooks:

• The current QuickBooks version is not used while adding a printer.
• An incorrect printer driver is installed on the system.
• The printer is not properly linked to your system.

How to Fix Printing Issues in QuickBooks Desktop?

Printing issues in QuickBooks Desktop stop users from issuing financial documents. To fix common printing problems in QuickBooks Desktop 2024, first meet the prerequisites as stated below:

Prerequisites:

Prior to troubleshooting, check the following points

• Update QuickBooks to its current version.
• Ensure the system is connected to the printer.
• Install the current printer driver.
• Verify that no error messages or warning lights are displayed on the printer.

Print from another Program:

• Open Start, then look for Notepad.
• Enter some text, then go to the “File” option and click the Print button.
• Choose the right printer and click the Print button.
• Move to Solution 2 if printing fails.
• In case the printing works, shift to next Solution.

Test Printer Setup:

To test the printer setup, follow these steps:

• Switch off the printer, restart the system, and then switch the printer back on.
• Load printer paper properly.
• Open Start, then click the Control Panel and search for Printers and Faxes.
• Hit right-click on the printer and select the “Use Printer Online” option if it shows as “Offline”.
• Open the printer, go to the “Printer” option, and choose the option “Cancel All Documents” to clear the print jobs that are stuck. 
• Shut down the window.
• Hit right-click on the printer, choose the “Properties” option, and then click the “Print Test Page” option.

Note: When the test page does not print on a network printer, the reason could be network issues.

Ensure QuickBooks Uses the Correct Printer

• Open QuickBooks and go to the “File” option and then click the “Printer Setup” option.
• Choose the form required to print.
• Ensure the printer name and the actual printer name is the same. Update the settings in the computer’s Printer Setup if it is not the same.
• Click the “Help” tab for additional details.

Print to a Different Printer

• Open QuickBooks, go to the “File” option, and then choose the “Printer Setup” option.
• Choose the form required to print.
• Select a different printer, like the Microsoft XP Printer.
• Click the “Help” button for additional information on these settings.

Test Your Company File and QuickBooks Installation

• Print a different form. Try a standard form if you are using customized forms or memorized reports.
• Print a single form rather than a batch. Print smaller batches if successful.
• Open a QuickBooks sample company file and print the same form or report.

Fix data damage in your company file prior to printing again, if printing works in the sample file. In case printing fails in the sample file, move to Next Solution.

Run the Print and PDF Tool from QuickBooks Tool Hub

Here are the steps to run the Print and PDF tool from the QuickBooks Tool Hub:

Download QuickBooks Tool Hub: QuickBooks Tool Hub resolves common errors. Shut down QuickBooks prior to using it using these steps:

• Close the QuickBooks accounting software.
• Download “QuickBooks Tool Hub (version 1.6.0.8)” and save it in a preferred location.
• Open “QuickBooksToolHub.exe” and obey the installation steps.
• After installation, click twice on the “QuickBooks Tool Hub” icon to open it.

Note: Look for QuickBooks Tool Hub in Windows if the icon is not available.

Use the Print and PDF Repair Tool

Here are the steps to use the Print and PDF Repair Tool:

• Open the “QuickBooks Tool Hub” and go to the option “Program Problems”.
• Click the option “QuickBooks PDF & Print Repair Tool”. 
• Try printing or saving in QuickBooks Desktop as a PDF.

How to Rename the QBPrint.QBP File Manually?

Use the following method if the tool does not resolve the issue:

1. Find the QBPrint.qbp File
   • Windows 10 and newer:
     • C:\ProgramData\Intuit\QuickBooks 20xx (replace 20xx with your QuickBooks version).
   • Server 2012 and newer:
     • C:\ProgramData\Intuit\QuickBooks YEAR
     • C:\Users\**remote user**\AppData\Roaming\Intuit\YEAR VERSION\TSPrinterSettings
2. Rename the QBPrint.qbp File
   • Hit right-click on QBPrint.qbp, then choose the option “Rename”.
   • Include .old to the file name.
   • Open QuickBooks Desktop.
   • Go to the “File” option and then click the option “Printer Setup”.
   • Choose any transaction from the “Form Name” list and click the “OK” button. This creates a new QBPrint.qbp file.
   • Try printing a particular transaction.

How to Fix PDF and Print Problems with QuickBooks Desktop?

QuickBooks Desktop offers tools to resolve issues concerning printing, emailing, or saving as a PDF. The Print and PDF repair tool resolves a number of errors.

What are the Errors Fixed by the Print and PDF Repair Tool?

Here is the list of the error fixed by the Print and PDF Repair Tool:

Printer Connection Issues

• “There is a problem connecting to your currently selected printer, Microsoft XPS Document Writer on the XPS port.”
• “Could not print to the printer.”

PDF and Printing Errors

• “Error: QuickBooks can’t complete the current action due to a missing component: Missing PDF file component.”
• “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.”
• “Problems printing transactions or reports.”

Software and System Errors

• “QuickBooks is not responding.”
• “QuickBooks freezes when you try to reconcile accounts.”
• “Reconcile window disappears or doesn’t show.”
• “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.”

How to Resolve the PDF and Print Problems with QuickBooks Desktop?

Here are the steps to fix the PDF and Print Problems with QuickBooks Desktop:

Run the QuickBooks Print & PDF Repair Tool from the Tool Hub

1. Download the QuickBooks Tool Hub:

To run the Print and PDF repair tool, first download the QuickBooks Tools Hub using these steps: QuickBooks Tool Hub resolves common issues. Close QuickBooks prior to using it.

• Close the QuickBooks accounting software.
• Download the “QuickBooks Tool Hub (version 1.6.0.8)” and save it in a preferred location.
• Open the “QuickBooksToolHub.exe” and complete the installation steps.
• Once the installation is complete, click twice on the “QuickBooks Tool Hub” icon to open it.

2. Run the QuickBooks PDF & Print Repair Tool

To run the QuickBooks PDF and Print Repair tool, follow these steps:

• Open QuickBooks Tool Hub and go to the option “Program Problems”.
• Click the option “QuickBooks PDF & Print Repair Tool”.
• Try to print, email, or save as a PDF from QuickBooks Desktop.

Restart and Reset Temp Folder Permissions

1. Restart the System: Restart the system and try once more. Reset temp folder permissions if the issue persists.
2. Reset Temp Folder Permissions:
   • Click the “Windows + R” keys to open the “Run” command.
   • Type “%TEMP%” and click the “Enter” button.
   • Hit right-click an empty area in the temp folder and choose the “Properties” option.
   • Click the “Security” button.
   • Ensure all user names and groups have complete Full Control.
   • Click the “Apply” button, then the “OK” button.
   • Save as a PDF once more in QuickBooks.
3. Test Printing to XPS (For PDF and Email errors):
   • Open Notepad.
   • Enter “Test”, then go to the “File” option, and then click the “Print” option.
   • Choose the “XPS Document Writer” option, then click the “Print” option.
   • Save the file to your desktop.
   • Open the saved XPS document.
     

How to Enable XPS Document Writer?

Here are the steps to enable the XPA Document Writer:

1. Open the Control Panel and change to “Category View”.
2. Click the “Programs” option.
3. Under the “Programs and Features” option, choose “Turn Windows features on or off”.
4. Locate Microsoft XPS Document Writer and check the box.
5. Click the “OK” button.

Create a New Template or Form

• Create a new template for the form.
• Modify the template on your transaction.
• Save the file as a “PDF”.

Update the Print Spooler Service

• Hit right-click on the “Start” icon, choose the “Run” option, enter services.msc, and then click the “OK” button.
• Find “Print Spooler” in the list.
• Hit right-click on “Print Spooler” and choose the option “Properties”.
• Set “Startup type” to “Automatic”, then click the “Apply” and “OK” buttons.
• Hit right-click on Print Spooler again and choose the “Start” option. Now you can save or email a PDF in QuickBooks.

Final Words

The solutions in this guide will help resolve the Add Failed Printer error in QuickBooks. Fixing such errors might seem complicated for QuickBooks users. Our experts have the knowledge to resolve these issues quickly. 

For further assistance on this topic, contact our team at +1 347 967 4079.

Frequently Asked Questions