Troubleshooting QuickBooks Printer Setup Not Opening Error

The QuickBooks Printer Setup Not Opening Error stops users from printing invoices. This is due to font or page layout issues. QuickBooks Desktop is unable to connect with the Windows printer subsystem. Due to this failure, access to printer settings in the application is blocked.

With the occurrence of this error, the following message is displayed during print configuration:

“Printer setup QuickBooks not working.”

Furthermore, due to the Printer Setup error, checks, invoices, bills, and payroll printing are often blocked. This leads to cash flow slowdowns. Additionally, due to this error, employees are required to conduct manual documentation, which reduces productivity and hinders customer trust.

In some businesses, this error triggers tax and payroll risks. This creates adverse impacts on operational efficiency.

This guide shares complete information about the QuickBooks Printer Setup Not Opening Error. The guide states the key reasons for the issue and provides systematic solutions to re-enable the printer.

Reasons that Trigger the QuickBooks Printer Setup Not Opening Issue

Multiple system-related factors disrupt the printer configuration in QuickBooks Desktop. These elements restrict interaction between the Windows and QuickBooks printing system.

Here are the reasons that trigger the printer setup error:

• The printer is turned off, or the paper tray has no sheets.
• The printer is disabled or remains offline in Windows settings.
• The printer software/driver is not installed properly.
• A wrong printer is selected by the system as the default printer.
• While giving a command for print, the user chooses the wrong device.

Indications for the Printer Setup QuickBooks Not Working Problem

Certain operational indications validate the printer setup error in QuickBooks Desktop. The following symptoms signify the presence of printer-related issues in QuickBooks:

• QuickBooks cannot save the documents as PDF files.
• Delayed mouse and keyboard inputs in QuickBooks.
• QuickBooks is unable to print invoices.
• During operations, QuickBooks suddenly crashes or becomes unresponsive.
• While performing account reconciliation, QuickBooks stops responding.

Pre-checks before Fixing the QuickBooks Printer Setup error

Addressing the prerequisites, configure the system for perfect troubleshooting. Here are the prerequisites that minimize configuration issues while fixing the error:

• Update QuickBooks Desktop to the latest version.
• Update the printer drivers on the device to its latest version.
• Check the hardware notification or warning lights on the printer system.
• Validate that the printer has a reliable network or system connectivity.
• Review the printer screen for the latest error messages.

How to Troubleshoot the Printer Setup Not Working Issue in QuickBooks?

Using the solutions and steps shared below will help correct the printing error effectively. However, different scenarios for this error need different solutions:

Scenario 1: Wrong Installation of Printer Drivers and Software

A wrong installation of the printer drive/software interrupts QuickBooks and the Windows Printing system.

 Here are the steps to rectify the wrong installation of the printer drive/software:

1. Installation of Printer Drivers and Software

Printer drivers are crucial for QuickBooks Desktop; they deliver correct instructions to the printer. Hence, installing the right drivers restores the printing capabilities.

Follow these steps to install the printer drivers:

• Click the Windows Start menu.
• Look for the option “Devices and Printers“. Open the option.
• Click the “Add a Printer” option.
• Choose the “Add a Local Printer” option.
• Select the option “Use an Existing Port“.
• Click the “Next” button.
• Choose the printer driver that aligns with the printer model.
• Click the “Next” button to download the required drivers and install them.

2. Configure the Printer Properly

Wrong printer setup stops print tasks and commands from QuickBooks Desktop. Here are the steps for the right setup to recover printer access:

• Switch off the printer and reboot the system.
• Switch off the printer once the system start up is done.
• Verify that the paper for printing is available in the paper tray.
• Click the “Control Panel” option in the Start menu.
• Now, click the “Printers and Faxes” option.
• Choose the printer and right-click to select the “Use Printer Online” option. This is possible when the printer appears offline.
•  Open the printer with a double-click. Now, access the print queue.
• In case the jobs are displayed in the print queue, choose the “Printer” option.
• Now, click the “Cancel All Documents” option.
• Choose the printer and hit right-click.
• Now, choose the “Properties” option.
• Click the “Print Test Page” option to verify the capability of the printer.

Note: A reliable and active internet connection is needed for network printers.

Scenario 2: Printer is Turned off or Inactive

Commands sent from QuickBooks Desktop are often disrupted by Printer dormancy. Here are the steps to recover the printer functionality for QuickBooks reports and document printing:

• Start the QuickBooks Desktop application.
• Click the report you need to print.
• Choose the “File” menu. Now.
• Click the “Print” option.
• Access the Printer drop-down menu.
• Choose the printer in use.
• Click the “Print” option to finish the procedure.

Note: Verify that the printer stays powered on and has adequate paper prior to printing.

Scenario 3: No Default Printer is Selected

QuickBooks is unable to apply printer settings when the default printer is not available. Here are the steps to set a default printer to use the Printer setup screen:

• Hit the “Start” button.
• Click the “Settings” option and use the Control Panel.
• Go to the “Printer and Faxes” option.
• Choose a working printer and choose the “Set as Default Printer” option.
• Exit the “Printer and Faxes” screen.
• Open the QuickBooks Desktop application.
• Start the “Printer Setup” screen to confirm the changes. Erase the printer from the list and then install it again when the default settings fails to load.

Scenario 4: Incorrect Printer Selected while Printing

When QuickBooks sends a command to the wrong printer, it restricts the document print result. Here are the steps to select the correct printer:

• Open the QuickBooks Desktop application.
• Click the form required to print.
• Choose the “File” menu.
• Click the “Printer Setup” option.
• Confirm that the printer name appearing matches the desired printer.
• Rectify the printer selection via the Windows “Printer Setup” screen when needed.
• Click the “Help” section for printer setup details.

Scenario 5: Use a different Printer for Printing

Shifting to a different printer helps QuickBooks to avoid printer settings faults. Here are the steps to print with a different printer:

• Open the QuickBooks Desktop application.
• Choose the “File” menu.
• Click the “Printer Setup” option.
• Select the form needed to print.
• Choose an alternate printer.
• Click the “Help” button to check printer installation instructions.

Additional Methods to Fix the Printer Setup Not Working Issue in QuickBooks

Here are the different methods to troubleshoot the Printer Setup Not Working Issue in QuickBooks:

1. Repair Acrobat or Adobe Installation errors

Fixing Adobe and Acrobat PDF-related printing in QuickBooks helps recover document workflow. Here are the steps to fix Adobe or Acrobat:

• Exit all the Adobe and Acrobat windows.
• Click the “Start” button and then choose the “Control Panel“.
• Choose the “Programs and Features” option.
• Select the “Adobe Reader” or “Adobe Acrobat” option.
• Click the option “Uninstall/Change“.
• Choose the “Next” button in the setup screen.
• Select the “Repair” option and click the “Next” button.
• Choose the “Install” option to start the repair.
• Click the “Finish” button once completed.
• Reboot the system and log in once more.

2. Erase Browser Cookies and Cache

Cookies or damaged temporary browser files restrict the QuickBooks Online preview before printing. Erasing Intuit-specific data updates printing components.

Here are the steps to clear browser cache and cookies:

Google Chrome

• In the top-right corner, click the “More” icon.
• Choose the “Settings” option.
• Click the “Privacy and Security” option.
• Click the option “Cookies and Site Data“.
• Choose the option “See All Cookies and Site Data“.
• In the search bar, add “Intuit“.
• Click the “Remove All Shown” icon or the “Trash” icon.
• Reboot the Google Chrome browser.

Mozilla Firefox

• Open the “Firefox” application.
• On the top-left side, click the “Firefox Menu“.
• Choose the “Preferences” option.
• Now, start the “Privacy and Settings” option.
• Under the “Cookies and Site Data” section, choose the “Manage Data” option.
• In the search field, enter “Intuit“.
• Choose the “Remove All Shown” option.
• Click the “Save Changes” option.
• Reboot the Firefox browser.

Tips to Prevent QuickBooks Printing Issues in the Future

Here is the list of the preventive steps to prevent printing issues in QuickBooks:

• Regularly update the printer drivers.
• Prior to printing, confirm template layout and compatibility.
• Ensure QuickBooks Desktop is updated to its current release.
• Ensure not to use wireless printers for large-scale QuickBooks printing jobs.
• Conduct data backups on a weekly basis along with system status checks.

Conclusion

This guide shares information on how to resolve the QuickBooks Printer setup not opening error. Implementing the solutions will help to get back to regular printing operations.

---

Frequently Asked Questions