How to Fix QuickBooks Save as PDF Not Working?

The “QuickBooks Save as PDF Not Working” error stops users from saving documents like invoices, reports, or forms as PDFs. Common error messages are “QuickBooks could not save your form as a PDF file” or “Printer not activated error code -20 or -30.” This issue is often caused by a damaged or missing QuickBooks PDF Converter, problems with the Microsoft XPS Document Writer, outdated QuickBooks or Windows versions, insufficient user permissions, or broken connections between QuickBooks and the print driver. In hosted environments or terminal servers, this error can result from session-level printer mapping or group policy restrictions.

To fix the issue, use the QuickBooks Tool Hub and run the PDF & Print Repair Tool. Other steps include repairing or reinstalling Microsoft XPS Document Writer, resetting temp folder permissions, and running QuickBooks as an administrator. Make sure QuickBooks and Windows are updated, reinstall the PDF Converter, and check that pop-up blockers or security software aren’t causing interference. Regular updates and proper management of system print components can help prevent this issue from returning. 9 methods are mentioned below to fix QuickBooks Desktop Save as PDF Not Working.

Method 1: Run the QuickBooks PDF & Print Repair Tool

Use the QuickBooks PDF & Print Repair Tool to fix PDF and printing errors in QuickBooks. To run the tool, install the QuickBooks Tool Hub by downloading the QuickBooksToolHub.exe file. After installation, follow these steps:

1. Open the QuickBooks Tool Hub.
2. Select the Program Problems tab.
3. Click Download QuickBooks PDF & Print Repair Tool.
4. Allow the tool to scan and fix issues automatically.

Note: Do not close the tool manually. Let it finish and close by itself.

Try saving the document as a PDF again. If the error persists, proceed to the next step.

Method 2: Restart the Computer and Update TEMP Folder Permissions

Start by restarting your computer. Then check if QuickBooks can save a document as a PDF. If the issue continues, follow these steps to change the TEMP folder permissions:

1. Close QuickBooks Desktop.
2. Press Windows + R to open the Run window.
3. Type %TEMP% and click OK.
4. Right-click inside the TEMP folder and choose Properties.
5. Go to the Security tab.
6. Make sure all users have Full Control. Update if needed and click Save, then OK.
7. Exit the window.

Try saving the PDF again. If the issue remains, go to the next solution.

Method 3: Test Microsoft XPS Document Writer

QuickBooks uses Microsoft XPS Document Writer to create PDF files. To confirm whether the issue is with QuickBooks or the printer setup, follow these steps:

1. Close QuickBooks Desktop.
2. Open Notepad and type TEST PRINT.
3. Click File, then choose Print.
4. Select Microsoft XPS Document Writer.
5. Click Print, name the file, and save it to your desktop.
6. Open the saved file.
   • A file that fails to open points to an issue with the XPS Document Writer.
   • A file that opens correctly means the printer setup in QuickBooks needs review.
   • Your IT team or Microsoft Support should handle printing issues outside QuickBooks.

A successful test print allows you to continue troubleshooting in QuickBooks.

Step 1: Enable XPS Services

1. Open the Control Panel from the Start menu.
2. Click Programs, then select Turn Windows features on or off.
3. Check XPS Services and click OK.

Try saving a PDF in QuickBooks. Go to the next step if the issue remains.

Step 2: Reinstall Microsoft XPS Document Writer

1. Press Windows + R, type control printers, and hit Enter.
2. Click Add a Printer.
3. Select The printer that I want isn’t listed.
4. Choose Add a local printer or network printer with manual settings.
5. Select Use an existing port and click Next.
6. From the manufacturer list, choose Microsoft.
7. From the right pane, select Microsoft XPS Document Writer and click Next.

After reinstalling, try saving the file as a PDF in QuickBooks.

Step 3: Check Security Software Settings

1. Security tools like Norton or McAfee may block .xps file creation.
2. Review your security software settings.
3. Ensure .xps files are not restricted.

Step 4: Update User Permissions for XPS Document Writer

1. Lack of permissions may prevent saving PDFs in QuickBooks.
2. Log in with an admin account.
3. Check user permissions for the XPS Document Writer printer.

Method 4: Remove the Logo from the Invoice Template (QuickBooks Online)

A company logo in .jpg format can cause errors while saving a form as a PDF. You can either replace the logo with a .bmp file or remove it using these steps:

1. Open QuickBooks Online and click the Gear icon.
2. Go to Company > Custom Form Styles.
3. Find and select the template you want to edit.
4. Uncheck the Use Logo box.

Alternative: Use a background image on the invoice.

• Removing the logo may not resolve the issue. Create a new template using the next solution.

Method 5: Create a New Template

Creating a new template can help fix issues when QuickBooks fails to save forms as PDF files. Follow these steps to set up a new template:

1. Open QuickBooks and go to the Lists menu.
2. Click Templates.
3. Select the drop-down next to Templates, then choose New.
4. Pick the Template Type and click OK.
5. Click Additional Customization to edit.
6. Save the new template by clicking OK.

Try saving the document as a PDF again to see if the issue is resolved.

Method 6: Use an Alternate Method to Save the PDF

Instead of using the “Save” > “Save as PDF” option, try saving the document with a different method:

1. Go to the File menu.
2. Select Print Invoice.
3. Choose Microsoft Print to PDF as the printer.

This method has helped many users. Try it to see if it works for you.

Method 7: Use System File Checker to Repair MSXML 6.0

Use the System File Checker (SFC) tool to repair MSXML 6.0, which is built into Windows. Follow the steps based on your Windows version:

For Windows 8:

1. Click the Start button.
2. Type Command, then right-click on Command Prompt.
3. Select Run as Administrator from the bottom options.
4. Enter the admin password if prompted, then click OK.
5. Type sfc /scannow and press Enter.

For Windows 7 and Windows Vista:

1. Click Start and choose All Programs.
2. Select Accessories.
3. Right-click on Command Prompt and choose Run as Administrator.
4. Enter the admin password if required.
5. Type sfc /scannow and press Enter.

This tool will scan and repair system files, including MSXML 6.0. After the process finishes, try saving the PDF in QuickBooks again.

Method 8: Avoid the Print Spooler

To prevent issues with the print spooler, adjust your printer settings by following these steps.

1. Open the Printer Control Panel in Windows.
2. Right-click on Microsoft XPS Document Writer.
3. Select Printer Properties.
4. Go to the Advanced tab.
5. Select Print directly to the printer.
6. Click OK to save the changes.
7. Close the Printer Properties window.

Try saving the document as a PDF in QuickBooks again.

Method 9: Check If the Reconcile Window Is Listed

Ensure that the reconcile window is visible and not disappearing, and follow these steps to resolve the issue.

1. Check if the reconcile window appears in the Window menu.
2. Select Close All to close any open windows.
3. Start the reconciliation process again.

This should keep the reconcile window visible.

What are the Prerequisites to Fix QuickBooks Desktop Save as PDF Not Working?

1. Update QuickBooks to the latest release
2. Run QuickBooks as administrator
3. Install and enable Microsoft XPS Document Writer.
4. Install Windows updates.
5. Use a PDF reader (e.g., Adobe Acrobat).
6. Allow pop-ups (QuickBooks Online).
7. Use an admin Windows account.
8. Set read/write permissions for temp folders.
9. Disable antivirus/firewall temporarily.

How to Identify QuickBooks Desktop Save as PDF Not Working?

1. QuickBooks freezes or crashes when saving PDFs.
2. Error: “QuickBooks could not save your form as a PDF file.”
3. ‘Printer not activated, error code -20″ or “error code -30” shows up
4. Clicking “Save as PDF” does nothing.
5. PDF files are blank or not created.
6. Cannot email PDFs.
7. Missing or broken Microsoft XPS or QuickBooks PDF Converter.

How to Prevent QuickBooks Save as PDF Not Working?

1. Keep QuickBooks and Windows updated.
2. Repair Microsoft XPS Document Writer regularly.
3. Don’t modify or delete QuickBooks PDF components.
4. Always run QuickBooks as an administrator.
5. Ensure PDF reader software is working.
6. Test “Save as PDF” after major updates.
7. Use reliable antivirus software that doesn’t block QuickBooks.
8. Avoid interrupting QuickBooks while saving or emailing PDFs.
9. Back up QuickBooks and system settings regularly.

When Should You Seek Professional Help for QuickBooks Desktop Save as PDF Not Working?

Get professional help if basic fixes (updating QuickBooks, reinstalling the PDF converter, enabling Microsoft XPS Document Writer, or using the Tool Hub) don’t work. If errors like “Printer not activated, error code -20/-30” keep appearing or QuickBooks crashes, our expert help is needed. Also, contact us if you’re using a hosted setup, terminal server, or have limited admin rights, as these may need advanced fixes.