QuickBooks Save as PDF not Working – Causes & Solutions

QuickBooks Save as PDF not working is a well-known problem often reported by accounting software users. This issue appears whenever you update it to Windows 10 and then notify QuickBooks to issue PDFs for you. Such an issue shows error messages like QuickBooks Could Not Save Your Form as a PDF File.

QuickBooks offers the PDF Repair tool and QB Print to fix common printing issues that often fail to fix this problem. In today’s article, we will highlight what are the causes, symptoms, and solutions to fix QuickBooks Save as PDF not working issue. The solutions stated in this article will be useful to fix the QuickBooks Save as PDF not working issue.

What is QuickBooks Could not Save Your Form as a PDF File Error?

Since QuickBooks was unable to generate the required PDF file, your forms were not sent. This suggests that there is a problem with the PDF file mailing and printing. When attempting to produce, email, or print a report, you frequently get this problem.

Additionally, it is visible when you switch to the PDF files after refreshing Windows 10 or Windows 11. This is frequently observed when you navigate to Windows 10/11. The Microsoft XPS report essayist device is then introduced to the framework design, joining itself to the default port called PORTPROMPT, which may cause conflicts when printing demand is higher.

What is the Error Message that Appears on the Screen During this issue?

Get further assistance with unrecoverable errors if you keep getting issues while you are reconciling the accounts.

Solution: Do any one of the Following:

• Close all open programs and then attempt to save the form once more.
• Attempt saving the form again.
• In case the form is not displayed in Print Preview, It could mean a printing problem.

What are the Causes of QuickBooks Cannot Create PDF Error?

Here is the list of the causes for QuickBooks is unable to create PDF issues:

• QuickBooks PDF converter activation issue, 20, 30, or 41
• QuickBooks freezes during reconciliation.
• QuickBooks Stopped Responding
• In case the PDF converter is offline
• Unrecoverable error
• In case a drag is linked to the printer, the Microsoft XPS document writer on the XPS port
• In case there is a certain type of problem with the transactions report or printing report
• If a component is missing because of which QuickBooks failed to complete a particular action
• If you fail to print directly to the QuickBooks PDF converter

Points to Remember Before Attempting to Fix the Error

Before you approach the solutions for this error, it is important to take a look at some of the crucial pointers that are need to be considered, some of which are stated below:

• The user must attempt to restart the system since it can fix the problem.
• Often, It is expected that a user may witness an event when the user can print reports, however, printing transactions is not possible. In such a scenario, the user can attempt to alter the template form. It must be noted that the damaged or corrupted templates cannot be fixed, which makes it crucial to use other templates.
• One of the crucial points to remember is that a user needs to verify whether the particular printer is switched on or not.
• Now the user must check if it is possible to print with other programs or not. If it fails to function properly, then the issue most likely be not with QuickBooks.
• The user may also see the QuickBooks error dialog or Windows Error dialog together with the printer error dialog.

Solutions to Fix the QuickBooks Save as PDF not Working

There are many solutions that can be that can be used to solve the QuickBooks Save as PDF not working. Here is the list of such reasons:

Solution 1: Reinstall Microsoft XPS

One of the methods that one can use to fix the QuickBooks PDF error is to reinstall Microsoft XPS. The steps included in the procedure are as follows:

• To authenticate and make sure XPS services are enabled, you must press the Start or Windows button
• Now, Navigate to the Control panel
• Now, You need to shift to the System group and then press the button, Uninstall/Change a program
• Next, You need to press on the option, Turn Windows features On or Off
• Now, Go down and ensure that the XPS services along with the XPS viewer are enabled:
  • It is necessary to tick both boxes and then select the OK tab. After turning on both services, test QuickBooks to make sure the problem has been resolved.
  • If you can recognize both the options and the problem still exists, then you need to follow the steps below

Reinstall XPS Document Writer in Windows 8

Here are the steps to re-install XPS document writer in Windows 8 which may not be the same as other Windows versions. Follow the steps given below in case you are a Windows 8 user:

• You need to take the mouse to the corner to show the Start screen
• Choose the Settings option
• Now press on the Control Panel option
• Now you need to choose Devices and Printers
• Press right-click the Microsoft XPS document writer icon and then press the option, Remove Device
• Now press Yes to confirm
• On the toolbar, press the option, Add a Printer, and then choose Add a local printer/network print with manual settings
• Now choose PORTPROMPT- local port
• Press the Next tab
• Choose the Microsoft button and press on the option, Microsoft XPS document writer v4 from the list of manufacturers
• Press Next tab and then choose the Replace the current driver option and press Next again
• Now choose to bring out Version 4 to make sure the name is Microsoft XPS, document writer
• Finally, Press the Finish button

Reinstalling XPS document writer for Windows Vista and Windows 7

In case you are using Windows Vista or Windows 7, then you need to implement the steps given below that will assist you in reinstalling XPS document writer:

• First, you need to navigate to the Windows Start menu
• Now choose the option, Drivers and Printers
• Now press right-click the icon for MS XPS document writer and then choose Remove Device
• Press Yes
• On the toolbar, Press Add a Printer and then choose Add a local
• In the next move, Press the option, Select Use an existing port
• Now, Choose XPSPort, the local port, and press the Next tab
• Now, Choose Microsoft and then select Microsoft XPS document writer, and then press the Next tab
• Choose Replace current driver and you are all set

Solution 2: Download the Print Repair tool and QuickBooks PDF Tool and Run it

One solution to fix the issue is to download the QuickBooks PDF run it and then print the repair tool from the QuickBooks tool hub program.

Here are the steps to implement the solution:

• The first step in this procedure is to transfer and then run the particular QuickBooks Print and PDF Repair Tool
• Now conduct the .pdf file concerning the task that leads to this issue
• If you witness the issue on the window, then reboot the system and then attempt again
• Confirm to Print the XPS document author and then click Save it as a PDF file
• It is possible to save the XPS document author as a PDF file with the assistance of XPS document author elements
• Now open the Notepad and then type something
• Shift the file and then click Print
• Now, Choose the XPS document author and then choose the Print option
• Next, Choose the Desktop within

Now shift the desktop and finally see if you can read the particular XPS document written from the tab.

Solution 3: To Repair MSXML 6.0, Run the System File Checker

It is now recommended that you use a system file checker to fix the MSXML 6.0 included with Windows 8. In essence, Microsoft provides the system file checker as a tool for fixing Windows system files:

For Windows 8

• The first step is to click the Windows Start button
• Enter the Command and then press right-click on it
• Now press the Options tab on the bottom bar to Run as an Admin
• In case you are requested to type the admin password, then add it and press the OK button
• Finally, Press the SFC/Scan now

For Windows Vista and Windows 7:

You need to run the system file checker to fix MSXML 6.0 built into Windows 7.

Here are the steps you need to carry out:

• Press on the Windows Start option
• Choose All Programs and then click the Accessories option
• Press right-click on the Command Prompt and then choose Run as Admin
• Now enter the Admin password
• Enter SFC/scannow

Solution 4: Avoid the Print Spooler

• To start with, you need to open the Printer Control Panel in the Windows
• Now press right-click on the Microsoft XPS document writer
• Now select the particular Printer Properties
• Now, you need to click on the Advanced tab and then press on the option, Print directly to the Printer
• Now save changes by pressing the OK button
• To finish the process, close the Printer’s Properties

Solution 5: Create a New Template for the Particular Form

It is necessary to create a fresh template for both the form and the transaction, in addition to making modifications to the template itself. Make the .pdf file as well.

Solution 6: Handling Windows user Permissions for the XPS Document Writer

You can choose to manage Windows user rights for XPS document writer if none of the other ways work. This could be somewhat effective. The actions that must be taken in this regard are as follows:

• The first step is to open the Printer’s Control panel
• Press right-click on the Microsoft XPS document writer
• Now click the option Printer Properties
• Now press the Security option
• Search for the User Cluster
• Now click the Add tab
• Now type Everyone and press the option, Check Names
• Press the OK button and then click Print Option then add a checkmark on the row that has the allow column and then press the OK button
• Next, you need to shift to C:\Windows\system32\spool in
• Press right-click on the Printers option and then press the Security option
• Now press the Edit option and then add respectively
• Now enter the Local Service
• Also, make sure that the local service has complete control and then press the OK button
• Now, lastly, you need to open QuickBooks and prepare a . PDF file

Solution 7: See if the Window Reconciles is Listed or Not

If you choose to reconcile from the banking menu and QuickBooks remains functional, the reconcile window may pop up and disappear off the screen. You must complete the actions listed below:

• Authenticate if the reconcile window is listed in the list for the Window menu
• Now choose Close all
• Finally, Start the Reconcile process once more

We’ve concluded the article here in the hopes that the details we provided above will assist in resolving the QuickBooks unable to produce PDF problem. But if you have any more questions, please give us a call at any time to speak with one of our industry’s top specialists.

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