How to Fix “QuickBooks Desktop Unable to Print” Error?

QuickBooks lets users manage finances from almost any location. However, printing errors can disrupt work. The “Unable to Print” error occurs when QuickBooks cannot connect to the printer or create printable documents like invoices, checks, or reports. Common causes include outdated or corrupted printer drivers, damaged QuickBooks print components such as the QuickBooks PDF Converter, wrong printer settings, or Windows permission problems. Users might see blank pages, small fonts, or error codes like -20 or -30 when printing. These issues can delay important tasks, especially for businesses that rely on timely printouts for payroll, billing, or reports.

To fix the “Unable to Print” error, restart your computer and printer. Check the default printer and update printer drivers. Run the QuickBooks Print and PDF Repair Tool and enable the XPS Document Writer. Check temp folder permissions. For QuickBooks Online, allow pop-ups and print permissions in your browser. Keep QuickBooks updated, use compatible printers, and check for driver conflicts to prevent problems. Early fixes help keep your business running smoothly. Below are 6 methods to fix the “QuickBooks Desktop Unable to Print” error.

Method 1: Test Printer Outside QuickBooks

This step helps confirm if your printer works properly outside QuickBooks before troubleshooting further inside the software.

1. Turn off the printer.
2. Restart the computer.
3. Turn the printer back on.
4. Load paper into the printer.
5. Click the Windows or Start button.
6. Open the Control Panel.
7. Double-click Printers and Faxes.
8. Right-click the printer icon.
9. Click Use Printer Online if the printer shows as offline.
10. Double-click the printer icon.
11. Click Printer, then select Cancel All Documents.
12. Close the printer window.
13. Right-click the printer again.
14. Click Properties.
15. Click Print Test Page.

When the test page prints:

• Open Run (press Windows + R), type WordPad, and hit Enter.
• Type something in WordPad.
• Click File > Print.
• Choose your printer > Click Print.

16. Check the printer for any error lights.

Refer to the printer manufacturer’s guide if:

• The printer shows an error signal.
• The test page does not print.
• WordPad cannot print.

Check These Too:

1. Rename the Qbprint.qbp file.
2. Try printing again.
3. Print another similar file when printing fails.
4. Printing the other file means the first file is damaged.
5. Print one file at a time instead of batch printing.
6. Update your printer driver to the latest version.

Method 2: Verify Printer Setup in QuickBooks

QuickBooks must use the correct printer for each form, and the default printer should be set properly.

1. Open QuickBooks Desktop.
2. Go to File > Printer Setup.
3. Check each form uses the right printer.
4. Set the correct default printer.

Method 3: Verify Printer Name Matches Printer Driver

The printer name in QuickBooks must exactly match the printer driver name on your computer.

1. Open QuickBooks Desktop.
2. Go to File > Printer Setup.
3. Check the printer name shown.
4. Make sure it matches your printer’s exact name.
5. Update printer settings if needed.

Method 4: Check Printer Type

Confirm the printer type and connection to ensure proper communication.

• Network Printer:
  • Confirm network settings are correct.
• Local Printer:
  • Check the cable connection.
  • Make sure the printer is recognized.

Method 5: Check Printer Drivers

Using the correct printer driver helps ensure successful printing; try different drivers if problems occur.

1. Find other printer drivers on your computer.
2. Try printing with a different driver.
3. Contact the printer maker for help if needed.

Method 6: Confirm Printer Selection

Confirm QuickBooks uses the correct printer for the form you want to print.

1. Open QuickBooks.
2. Click File, then select Print Setup.
3. Choose the form you want to print.
4. Check the printer name matches your printer.
5. Update printer settings if needed.
6. Click Help for more info.

What are the Prerequisites to Fix QuickBooks Desktop Unable to Print Error?

1. Make sure the printer is connected and on.
2. Set the correct default printer.
3. Update printer drivers.
4. Run QuickBooks as administrator.
5. Install the latest QuickBooks updates.
6. Enable Microsoft XPS Document Writer.
7. Install a PDF viewer like Adobe Reader.
8. Clear the printer queue.
9. Restart the computer and printer.

How to Identify QuickBooks Desktop Unable to Print Error?

1. QuickBooks freezes or crashes when printing.
2. Error: “QuickBooks can’t complete the current action due to a missing component.”
3. Printer doesn’t respond or print commands fail.
4. Blank or distorted pages print.
5. No print preview for invoices, checks, or reports.
6. Printed fonts are small or unreadable.
7. Error codes like -20, -30, or “Printer not activated” appear.
8. Print option is greyed out or unclickable in QuickBooks.

How to Prevent QuickBooks Unable to Print Error?

1. Keep QuickBooks updated.
2. Update printer drivers and system software regularly.
3. Set the correct default printer.
4. Run QuickBooks as administrator.
5. Use supported PDF viewers.
6. Keep Microsoft XPS Document Writer enabled.
7. Check and clear the print queue often.
8. Restart computer and printer regularly.
9. Avoid interrupting print jobs or forcing shutdowns during printing.

When Should You Seek Professional Help for QuickBooks Desktop Unable to Print Error?

Get professional help for the QuickBooks Unable to Print error when restarting devices, updating drivers, and using the Print & PDF Repair Tool don’t fix it. Seek support if error codes like -20 or -30 repeat, QuickBooks crashes while printing, or key components like the XPS Document Writer or PDF converter are missing or damaged. Also, contact us if the issue affects multiple users, involves complex printer setups, or if you are unsure about system changes.