How to Fix QuickBooks Online Delivery Server Down Error?

QuickBooks works with email services like Gmail, Yahoo, and Outlook to send forms, invoices, and receipts using the Delivery Server. The “Delivery Server Down” error occurs when QuickBooks can’t connect to the email server, showing messages like “Delivery Server is Down” or “Unable to send your email.” This often happens when sending emails with attachments and can be caused by server issues, incorrect email settings, outdated QuickBooks versions, or firewall and antivirus interference. The error can affect QuickBooks Desktop (Pro, Premier, Enterprise), QuickBooks Online, and sometimes QuickBooks POS.

To fix the error, check your internet connection and update QuickBooks. Review email settings under Edit > Preferences > Send Forms, verify SMTP, and re-authenticate your email. Ensure QuickBooks is allowed through the firewall and necessary ports (587 or 465) are open. Have admin rights and a backup of your company file. Regularly update QuickBooks, use app-specific passwords, and monitor your email provider’s status to avoid future issues. Here are 6methods to prevent the issue.

Method 1: Set Up Print and PDF Settings

Incorrect printer or PDF settings can cause the delivery server down error in QuickBooks. To fix this, follow the steps below:

Step 1: Adjust Adobe Acrobat Settings

• Open Adobe Acrobat.
• Set the page size to Actual Size.
• Set the Orientation to Automatic.
• Enable Choose paper source by PDF page size.

Step 2: Adjust Browser PDF Settings

For Google Chrome:

• Open Google Chrome.
• Go to Settings.
• Scroll down and click Advanced.
• Select Content Settings, then choose PDF documents.
• Turn off the option that downloads PDF files instead of opening them in Chrome.

For Mozilla Firefox:

• Open Mozilla Firefox.
• Go to Options.
• Select Applications.
• Locate Portable Document Format (PDF) under the content type.
• Set it to Use Adobe Reader.
• Close the tab and return to QuickBooks Online.
• Try sending the invoice again to check if the error is resolved.

Method 2: Check the Sales Forms Email Option

This method helps ensure your sales forms are properly configured for email delivery. Follow the steps below to verify and update your email settings for sales forms.

1. Go to Settings.
2. Select Account and Settings.
3. Click on the Sales tab.
4. Find and select Online Delivery.
5. Check or uncheck the box next to PDF Attached, depending on your preference.
6. Click Save.
7. Click Done to finish.

Method 3: Fix the Invoice Format

Ensure your invoice format is error-free by removing any special characters. Follow these steps to avoid issues during invoice processing:

1. Open an existing invoice or create a new one.
2. Remove any special characters from the invoice details.
   These include: ! @ # $ % ^ & * ( ) _ – = + : ”.
3. Check all fields—description, message, email ID, attachment name, and custom form templates.
4. Make sure none of these fields contain special characters.

This helps prevent errors during invoice processing.

Method 4: Check and Correct the Location Email Address

Ensure the correct email address is linked to the location for customer communication by following these steps:

1. Go to the Settings tab.
2. Select All Lists, then choose Locations.
3. Find the location linked to the invoice.
4. Click Edit next to that location.
5. Review the email address under This location has a different email address for communicating with customers.
6. Update the email address if needed.
7. Click Save to apply the changes.

Method 5: Fix Email Address Formatting

Ensure your email address is correctly formatted by following these steps:

1. Click on the Settings icon.
2. Select Accounts and Settings.
3. Go to the Company tab.
4. Click on Company Info.
5. Review the email addresses listed.
6. Make sure the format is correct—for example: ABCDCompany@company.com.
   Avoid formats like email:ABCDCompany@company.com.
7. Update the email address if needed.
8. Press Enter, then try sending the invoice again.

Method 6: Verify Email Settings in QuickBooks

Ensure your email settings are correctly configured in QuickBooks by following these steps:

1. Open Settings.
2. Go to Account and Settings, then select the Company tab.
3. Open the Communications section and click Edit in the Email column.
4. Enter your email address and password.
5. Review and confirm all other details.
6. Click Save, then select Done.
7. Try sending the invoice again to see if the delivery server error is fixed.

What are the Prerequisites to Fix QuickBooks Online Delivery Server Down Error?

1. Ensure a stable internet connection is active.
2. Update QuickBooks to the latest release.
3. Verify correct configuration of email settings like SMTP server, port, SSL, and authentication.
4. Use the correct email ID and password.
5. Make sure firewall, antivirus, or spam filters do not block QuickBooks services.
6. Install all the latest Windows updates.
7. Run QuickBooks as an administrator.

How to Identify QuickBooks Online Delivery Server Down Error

1. Error message like “QuickBooks unable to send email” or “Delivery server is down.”
2. Emails stay unsent or stuck in the outbox.
3. QuickBooks freezes or crashes when sending an email.
4. No response or long delay after clicking the Send button.
5. Email log shows connection or timeout errors.
6. Test email fails from QuickBooks’ email preferences.

How to Prevent QuickBooks Delivery Server Down Error?

1. Ensure a stable internet connection.
2. Keep QuickBooks updated.
3. Verify email settings (Gmail, Outlook, etc.).
4. Use supported email services with correct SMTP settings.
5. Whitelist QuickBooks domains (e.g., intuit.com) in email/firewall.
6. Check and correct system date and time.
7. Temporarily disable antivirus/firewall to identify conflicts.
8. Use app-specific passwords for secure email accounts.

When Should You Seek Professional Help for QuickBooks Online Delivery Server Down Error?

Contact a professional for the QuickBooks Delivery Server Down error if basic troubleshooting—like checking the internet, verifying email settings, updating QuickBooks, and adjusting firewall permissions—doesn’t fix the issue. Contact us if errors repeat, email settings can’t be corrected, or QuickBooks freezes or crashes while sending emails. Also, reach out if you’re unsure about changing system settings or if the error impacts multiple users in a network.