How to Fix QuickBooks Payroll Error ‘Unable to Send Usage Data’?

The “Unable to Send Usage Data” or “QuickBooks has encountered a problem sending your usage data” error in QuickBooks typically arises when the software fails to connect with Intuit’s servers to transmit payroll or usage data. This can happen for several reasons, including an incorrect system time zone, existing Accountant’s Copy restrictions, pending or unsent paychecks, expired security certificates, internet connectivity issues, or misconfigured firewall settings. 

To prevent this error, it’s important to recognize the signs early. These may include visible error messages, failed data submissions, or restricted file access when an accountant’s copy is active. Before trying out the solutions, ensure your system meets QuickBooks’ requirements, your internet connection is stable, and you’re logged in with the correct permissions.  Here are 10 solutions to fix QuickBooks Payroll Error ‘Unable to Send Usage Data’. 

Solution 1: Start With Your System Date, Time & Time Zone

QuickBooks relies on your computer’s system time to communicate with its servers. Follow these steps if date time, or time zone are incorrect:

For Windows 10 and 11:

1. Right-click the Start menu > Select Settings.
2. Click Time & Language > Go to Date & Time.
3. Turn off Set time automatically, then click Change under “Set the date and time manually.”
4. Choose the correct date and time, and click Change to confirm.
5. Also ensure your Time Zone is correct, and check the box for “Automatically adjust for daylight saving time.”

For Windows 7 or 8:

1. Press Windows + R, type Control Panel, and hit Enter.
2. Choose Date and Time > Click Change date and time.
3. Set the correct info, then click the Time Zone tab to adjust that as well.
4. Hit OK to save your changes.

Solution 2:  Remove and Recreate Paychecks Marked as “Online to Send”

Stuck or unsent paychecks can block the sending of payroll data. You’ll need to identify and clear them by following the steps given below:

• Go to Edit > Find.
• Select the Advanced tab.
• Add filters in this order:

• Detail Level: Select Summary Only.
• Online Status: Choose Online to Send.
• Posting Status: Choose Either.
• Click Find.

In case paychecks appear:

1. Print copies for your records.
2. Delete the stuck paychecks.
3. Try sending usage data again.
4. In case successful, recreate the paychecks as needed.
   

Solution 3: Update QuickBooks and Payroll Components

An outdated QuickBooks version or tax table can cause connection errors.

To update QuickBooks:

• Right-click the QuickBooks Desktop icon and choose Run as Administrator.
• Once opened, go to Help > Update QuickBooks Desktop.
• Click Update Now > Get Updates.
• After the update, restart QuickBooks.

Update payroll tax table:

• Go to Employees > Get Payroll Updates.
• Check Download Entire Update, then click Update.
• Wait for the confirmation message when the update is complete.

Solution 4: Fix “Accountant’s Changes Pending” Warning

In case you see “Accountant’s Changes Pending” in the title bar, it means your company file is locked for edits.

You have two options:

• Wait for your accountant to return the file.
• Or remove the restrictions (not recommended without confirming with your accountant):

To remove restrictions:

• Go to File > Send Company File > Accountant’s Copy > Client Activities.
• Choose Remove Restrictions.
• Confirm with Yes, I want to remove the Accountant’s Copy restrictions, then click OK.

Note: Doing this will delete any changes made by your accountant.

Solution 5: Use Quick Keyboard Shortcuts

This small trick can sometimes reset the payroll data submission flow:

• Press Ctrl + K.
• Click Edit, then Next.
• Select Finish.

In case that doesn’t help, continue to the next steps.

Solution 6: Use Incognito or Private Mode in Your Browser

In case you’re using QuickBooks Online (QBO), browser cache or cookies can interfere with connections.

Use these shortcuts to open a private window:

• Chrome: Ctrl + Shift + N
• Firefox: Ctrl + Shift + P
• Edge: Ctrl + Shift + P
• Safari: Command + Shift + N

Then, log in to QuickBooks and try sending the data again.

Solution 7: Clear Your Browser Cache

Try clearing the cache to improve performance and fix hidden glitches.

For Google Chrome:

1. Click the three dots (top right) > Settings.
2. Scroll to Privacy and Security > Clear browsing data.
3. Choose All Time as the time range.
4. Check Browsing history and Cached images and files, then hit Clear data.

For Microsoft Edge:

1. Click the three dots > Settings.
2. Go to Privacy, Search, and Services > Choose what to clear.
3. Select appropriate boxes and hit Clear.

Solution 8: Add Intuit as a Trusted Site

QuickBooks needs to communicate securely with Intuit’s servers. Adding it as a trusted site helps.

For Chrome:

1. Go to Settings > Privacy and Security > Site Settings.
2. Under Cookies and site data, click Add under “Sites that can always use cookies.”
3. Enter .intuit.com, then click Add.
   

For Microsoft Edge:

1. Open Control Panel > Internet Options > Security tab.
2. Click Trusted Sites > Sites.
3. Add *.intuit.com and hit OK.

Solution 9: Check System Requirements and Revalidate Info

Make sure your system meets QuickBooks’ current requirements (check the version—Desktop, Online, Enterprise, etc.).

1. Log out of QuickBooks.
2. Double-check your payroll info is correct.
3. Log back in to refresh the data and try sending it again.

Solution 10: Review QBWin.log for Hidden Issues

Advanced users can dig into the QBWin.log file to check for background errors.

1. Open QuickBooks.
2. Press F2 or Ctrl+1 for the Product Info window.
3. Press F3 or Ctrl+2 to launch Tech Help.
4. Go to the Open File tab, select QBWin.log, and click Open File.

What are the Prerequisites to Fix QuickBooks Payroll Error ‘Unable to Send Usage Data’?

You must fulfil the below-mentioned requirements before fixing the ‘Unable to Send Usage Data’ error:

• Confirm that you are logged in as an administrator on your system and in QuickBooks.
• Make sure your QuickBooks version and payroll tax tables are fully updated.
• Check that your system meets the minimum requirements.
• Review internet security and firewall settings to allow QuickBooks access to its servers.
• Backup your QuickBooks company file before making any changes.

How to Identify QuickBooks Payroll Error ‘Unable to Send Usage Data’?

Here’s how you can identify encountering ‘Unable to Send Usage Data’ Error:

• You’ll likely see an error message stating “Unable to Send Usage Data” during payroll data submission.
• Failed attempts to connect with Intuit servers when sending payroll or usage data.
• Paychecks may remain marked as “Online to Send” and never clear out.
• The presence of “Accountant’s Changes Pending” in the title bar of QuickBooks.
• Data submission gets stuck or interrupted, particularly in multi-user mode.
• You may experience limited access to some payroll functions or receive repeated submission failure prompts.

How to Prevent QuickBooks Error ‘Unable to Send Usage Data’?

Follow these tips to avoid facing QuickBooks Payroll Error ‘Unable to Send Usage Data’ in QuickBooks:

• Always keep your system date, time, and time zone correctly set and synced.
• Regularly update QuickBooks Desktop or Online and download the latest payroll tax table.
• Avoid sending data in multi-user mode; switch to single-user mode.
• Routinely clear your browser’s cache.
• Add *.intuit.com as a trusted site in your browser and firewall settings.

When Should You Seek Professional Help for QuickBooks Payroll Error ‘Unable to Send Usage Data’?

It’s time to seek professional help if you’ve tried all basic fixes and still face the “Unable to Send Usage Data” error in QuickBooks. This is especially important if the issue involves data transfer, security settings, or file restrictions that you’re unsure how to handle. Business owners, CPAs, or enterprise users dealing with repeated errors can benefit from expert guidance. Don’t hesitate, reach out to a QuickBooks professional for quick, reliable assistance and peace of mind.