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Do This If You Cannot Print Invoices in QuickBooks Desktop

• 
• By Jonathan Browns
• Nov 03, 2026
• Accounting
• 7 min read

If you cannot print invoices in QuickBooks Desktop, the issue may be related to your printer settings, Windows permissions, damaged company files, or QuickBooks PDF components. Sometimes, outdated printer drivers or problems with the Print Spooler service can also prevent you from printing invoices.

To fix this issue, follow the solutions below in order. Start by checking whether your printer works outside QuickBooks, and then move on to the advanced troubleshooting steps if the problem continues.

Overview of QuickBooks Desktop Invoice Printing Issues

When you cannot print invoices in QuickBooks Desktop, you may encounter different error messages or find that the printing process stops unexpectedly. These issues can occur when printing invoices, saving them as PDFs, or sending them to a physical printer.

Depending on the cause, you may experience the following errors and symptoms:

• QuickBooks won’t print invoices
• QuickBooks cannot create PDF files
• QuickBooks PDF Converter Activation Error
• QuickBooks PDF and Print Repair Tool issues
• Printer not activated, Error Code -20, -30, or -41
• Microsoft XPS Document Writer errors
• Invoices print incorrectly
• Printer is offline or not responding

The exact error message can help you identify the cause of the problem. Before making changes to QuickBooks Desktop, note the error code, check whether other programs can print successfully, and determine whether the issue affects all invoices or only a specific form.

Once you identify the symptoms, follow the troubleshooting solutions below to resolve the invoice printing issue.

Why You Cannot Print Invoices in QuickBooks Desktop? 

There are several reasons why you may not be able to print invoices in QuickBooks Desktop. The issue may be related to your printer settings, Windows permissions, damaged invoice templates, or problems with QuickBooks PDF components: 

• Your printer may be offline, disconnected, or incorrectly configured.
• QuickBooks Desktop may be set to use the wrong printer.
• A customized or damaged template may prevent invoices from printing correctly.
• Incorrect permissions for the Temp folder or XPS Document Writer may interfere with printing.
• If the Windows Print Spooler service is stopped or not configured correctly, print jobs may fail.
• A corrupted printer configuration file can cause printing errors in QuickBooks Desktop.
• Data damage in your company file may affect certain transactions, forms, or reports.
• Missing or damaged program components may prevent invoices from printing or saving as PDFs.

How to Troubleshoot Invoice Printing Issues in QuickBooks Desktop

If you cannot print invoices in QuickBooks Desktop, follow the troubleshooting solutions below to identify the cause and resolve the issue: 

1. Print from another program 

First, check whether you can print from another program on your computer. This will help you determine whether the problem is with QuickBooks Desktop or your printer.

Follow these steps to test printing from Notepad:

• Select Start and search for Notepad.
• Open Notepad and enter some text.
• Select File, then select Print.
• Choose the correct printer and select Print.
• Check whether the document prints successfully.

If the document prints successfully, the problem may be related to QuickBooks Desktop or its printer settings.

However, if the document doesn’t print, troubleshoot your printer or Windows printing settings before moving to the next solution.

2. Restart and reset your temp folder permissions

If you can print from other programs but cannot print invoices in QuickBooks Desktop, restart your computer first. If the issue continues, check your Windows temp folder permissions and test the Microsoft XPS Document Writer.

a. Restart your computer

Restarting your computer can resolve temporary printing issues and refresh Windows services.

• Save your work and close QuickBooks Desktop.
• Restart your computer.
• Open QuickBooks Desktop again.
• Try printing an invoice or saving it as a PDF.

If the problem persists, reset the permissions for your temp folder.

b. Reset your temp folder permissions

QuickBooks uses temporary folders when processing certain printing and PDF operations. Incorrect permissions may prevent it from creating or saving files.

Follow these steps to check the permissions:

• Press Windows + R on your keyboard to open the Run command.
• Type %TEMP% and press Enter.
• Right-click an empty area inside the Temp folder and select Properties.
• Select the Security tab.
• Review the permissions for the listed users and groups.
• Make sure the appropriate Windows user account has the required permissions, including Full Control if needed.
• Apply the changes if necessary.
• Once you have checked the permissions, open QuickBooks Desktop and try saving an invoice as a PDF.

If the issue continues, test whether you can print to the Microsoft XPS Document Writer.

c. Test if you can print to your XPS

QuickBooks Desktop uses components of the Microsoft XPS Document Writer when processing certain PDF operations. Testing this printer can help identify whether the problem is related to Windows printing components.

Follow these steps:

• Open Notepad.
• Type a short message, such as “Test.”
• Select File, then select Print.
• Choose Microsoft XPS Document Writer as the printer.
• Select Print.
• Enter a filename and save the file to your desktop.
• Open the saved XPS document to check whether it was created successfully.

If you cannot find Microsoft XPS Document Writer, you may need to enable it in Windows.

Allow your computer to print to your XPS printer

To enable Microsoft XPS Document Writer, follow these steps:

• Open the Windows Control Panel.
• Switch to Category view.
• Select Programs.
• Under Programs and Features, select Turn Windows features on or off.
• Find Microsoft XPS Document Writer in the list.
• Select its checkbox if it is not already enabled.
• Select OK and allow Windows to apply the changes.
• Test printing to the XPS Document Writer again.

If you still cannot print to the XPS Document Writer or your regular printer outside QuickBooks, contact your IT professional or Microsoft for further assistance.

3. Create a new template or form

Sometimes, a damaged or customized invoice template can prevent QuickBooks Desktop from printing correctly. To check whether the problem is related to the template, create a new one and test it.

Follow these steps:

• Open QuickBooks Desktop.
• Open the invoice you want to print.
• Change the invoice template to another available template.Delete Invoice
• Save the changes.
• Try printing the invoice or saving it as a PDF.
• If the invoice prints successfully with the new template, the original template may be damaged or incorrectly configured.

You can continue using the new template or recreate the original template if you need to keep the same invoice layout.

4. Update the Print Spooler service properties

The Windows Print Spooler service manages print jobs sent to your printer. If this service is stopped or incorrectly configured, you may experience printing problems in QuickBooks Desktop.

To check and restart the Print Spooler service, follow these steps:

• Right-click Start and select Run.
• Type services.msc and select OK.
• Find Print Spooler in the list of services.
• Right-click the service and select Properties.
• Under Startup type, select Automatic.
• Select Apply, then select OK.
• Right-click Print Spooler again and select Start if the service is stopped.
• If the service is already running, you can select Restart from the available service options.

Once the service has restarted, open QuickBooks Desktop and try printing the invoice again.

5. Test the printer setup

If you still cannot print invoices in QuickBooks Desktop, check whether your printer is configured correctly. You should also confirm that QuickBooks is using the correct printer for your invoices.

a. Make sure the printer is set up correctly

First, check your printer connection and print a test page from Windows.

• Turn off your printer.
• Restart your computer.
• Turn the printer back on.
• Make sure the printer has paper and is connected properly.
• Open the Windows Control Panel and navigate to Devices and Printers or Printers & scanners, depending on your Windows version.
• Check whether your printer is listed as offline.
• If it is offline, bring it online using the available printer settings.
• Open the printer queue and cancel any stuck print jobs if necessary.
• Open the printer’s properties and select Print Test Page, if available.
• If the test page prints successfully, your printer is likely working, and the issue may be related to QuickBooks Desktop.

If you are using a network printer and the test page doesn’t print, check the network connection and printer configuration.

b. Make sure the printer is the right one

QuickBooks Desktop lets you configure the printer used for different forms, including invoices.

Follow these steps to verify the printer settings:

• Open QuickBooks Desktop.
• Select File, then select Printer Setup.
• Select Invoice or the form you want to print from the Form Name list.
• Check the printer name.
• Make sure it matches the exact printer you want to use.
• Correct the printer selection if necessary.
• Select OK to save the settings.
• Try printing the invoice again to check whether the problem is resolved.

c. Print to a different printer

If the invoice still doesn’t print, try selecting another printer. This will help determine whether the issue is related to your current printer configuration.

• Open QuickBooks Desktop.
• Select File, then select Printer Setup.
• Choose the invoice form from the Form Name list.
• Select a different available printer, such as Microsoft XPS Document Writer, if installed.
• Select OK and try printing again.
• If the invoice prints successfully using another printer, review the original printer’s drivers, settings, and connection.

6. Test your company file and QuickBooks installation 

If the printer works outside QuickBooks but invoices still won’t print, the problem may be related to your company file, customized forms, or QuickBooks Desktop installation.

To identify the cause, try printing a different form and test the same transaction in a sample company file.

a. Print a different form or report

First, check whether the issue affects only one invoice or multiple forms.

1. Open QuickBooks Desktop.
2. Try printing a different invoice or transaction.
3. If you are using a customized form, switch to a standard template.
4. If you are printing memorized reports, try printing a standard report.
5. If you are printing multiple invoices in a batch, try printing just one invoice.
6. If a single invoice prints successfully, try printing smaller batches to identify whether a particular transaction is causing the issue.

b. Test a sample company file  

QuickBooks Desktop provides sample company files that you can use to test its features without working directly in your regular company file.

Follow these steps:

• Open QuickBooks Desktop.
• Open a sample company file from the available company file options.
• Open the same type of transaction or form that you were trying to print.
• Try printing the form.
• If the form prints successfully in the sample company file, the problem may be related to your original company file.

In this case, use the Verify and Rebuild Data utilities to check for and repair company file data issues.

c. Verify and rebuild the data damages 

If you suspect company file damage, run the Verify Data utility first. If QuickBooks identifies data issues, use the Rebuild Data utility to repair them.

Before starting, create a backup of your company file.

• Open QuickBooks Desktop and sign in to your company file as an administrator.
• Select File, then Utilities.
• Select Verify Data and follow the on-screen instructions.
• If QuickBooks reports data issues, select File, then Utilities, and choose Rebuild Data.
• Follow the prompts to create a backup if requested and complete the rebuild.
• Run Verify Data again to confirm whether the issues have been resolved.
• Once the process is complete, try printing your invoice again.

7. Run the Print and PDF tool from QB Tool Hub 

If the previous solutions haven’t resolved the issue, use the QuickBooks Tool Hub to run the QuickBooks PDF & Print Repair Tool. This tool can help resolve common problems related to printing and PDF creation in QuickBooks Desktop.

• Download and install the latest QuickBooks Tool Hub if you haven’t already.
• Open QuickBooks Tool Hub.
• Select Program Problems.
• Select QuickBooks PDF & Print Repair Tool.
• Allow the tool to run. It may take about a minute to complete.
• Open QuickBooks Desktop again.
• Try printing an invoice or saving it as a PDF.

If the issue continues, try renaming the QBPrint.qbp file.

1. The file location depends on your QuickBooks version and Windows environment.
2. Common locations include:

• Windows 10 and newer: C:\ProgramData\Intuit\QuickBooks 20xx (20xx represents the version of your QuickBooks.)
• Server 2012 and newer: C:\Program Data\Intuit\QuickBooks YEAR and C:\Users\**remote user**\AppData\Roaming\Intuit\ YEAR VERSION\TSPrinterSettings

Replace 20xx or YEAR with the appropriate QuickBooks version or year.

You may need to enable hidden files and folders in Windows to locate the file. In Terminal Services environments, check for duplicate copies in the relevant user and company data folders.

• Rename the QBprint.qbp file.

• Close QuickBooks Desktop.
• Navigate to the folder containing QBPrint.qbp.
• Right-click the file and select Rename.
• Change the filename to QBPrint.qbp.old.
• Open QuickBooks Desktop again.
• Select File, then Printer Setup.
• Select any transaction from the Form Name list.
• Select OK to allow QuickBooks to create a new QBPrint.qbp file.
• Open an invoice and try printing it again.

You don’t need to repeat this process for every transaction. QuickBooks will create a new printer configuration file when you complete the steps above.

8. Reinstall your QuickBooks Desktop 

If you have tried all the previous solutions and still cannot print invoices in QuickBooks Desktop, reinstalling the program may help resolve damaged installation files.

Before reinstalling, download the installer for your QuickBooks version and keep your license information handy. You can usually find the license number on the original packaging, in your purchase confirmation email, or in your Intuit account management portal.

Also, create a backup of your company file before making major changes to your installation.

a. Remove QuickBooks

Follow these steps to uninstall QuickBooks Desktop:

• Open the Windows Start menu.
• Search for the Control Panel and open it.
• Select Programs and Features or Uninstall a Program.
• Find your installed version of QuickBooks Desktop.
• Select it, then choose Uninstall/Change.
• Follow the on-screen instructions and select Remove if prompted.
• Complete the uninstallation process.
• If you cannot uninstall the program, sign in to Windows using an administrator account and try again.

b. Install QuickBooks Desktop again

Once you have removed QuickBooks Desktop, install it again using the appropriate installer.

• Make sure your computer has an active internet connection.
• Locate and open the QuickBooks installation file, usually named QuickBooks.exe.
• Select Express Install, if available and appropriate for your setup.
• Select Next.
• Select Install.
• Wait for the installation to finish.
• Open QuickBooks Desktop and sign in as required.
• Open your company file and try printing an invoice.
• For a first-time installation or a standard single-computer reinstall, the Express Install option may be suitable. If you use a multi-user environment, shared company files, or a server installation, follow the installation procedure appropriate for your setup.

If the issue continues after reinstalling QuickBooks Desktop, review the XPS Document Writer settings and Windows permissions with your IT professional.

Test, reinstall, and adjust permissions for XPS Document Writer

If you cannot print to the XPS Document Writer outside QuickBooks Desktop, the problem may be related to Windows components, security software, or user permissions.

The following troubleshooting steps are intended for standard Windows installations, not Terminal Services environments. If you use a remote desktop or server environment, consult your IT administrator before changing system settings.

a. Make sure XPS services are enabled

To check whether Microsoft XPS Document Writer is enabled, follow these steps:

• Press Windows + R on your keyboard.
• Type optionalfeatures and select OK.
• Find Microsoft XPS Document Writer in the Windows Features list.
• Make sure the feature is selected.
• Select OK and allow Windows to apply the changes.
• Test printing to the XPS Document Writer from Notepad.

If the feature is missing or cannot be enabled, your Windows configuration may require additional troubleshooting.

b. Check your security software settings

Security software, including antivirus and firewall applications, may sometimes interfere with file creation or printing components.

To check whether your security software is causing the problem:

• Open your security software.
• Review its application permissions and file protection settings.
• Check whether QuickBooks Desktop, the XPS Document Writer, or related file operations are being blocked.
• If you find a relevant restriction, adjust the setting according to your security software’s documentation or consult your IT professional.

Avoid disabling your antivirus or firewall entirely. Instead, make targeted changes only when you have confirmed that a setting is blocking the required operation.

c. Adjust Windows user permissions for the XPS Document Writer

Windows user permissions can also affect printing and PDF creation. If the account running QuickBooks Desktop does not have the required permissions, QuickBooks may fail to process the document.

To address this issue:

• Check whether you are signed in to Windows using an account with the required permissions.
• Ask your IT administrator to review the permissions for Microsoft XPS Document Writer and the related Windows printing components.
• Correct any permission restrictions that prevent the user from printing.
• Test printing to XPS from outside QuickBooks Desktop.
• Open QuickBooks Desktop and try saving the invoice as a PDF again.

If you are using a company-managed computer, consult your IT administrator before changing Windows security permissions.

How to Prevent Invoice Printing Issues in QuickBooks Desktop

To avoid printing problems in QuickBooks Desktop, keep your printer settings, Windows components, and QuickBooks installation properly maintained. Follow these tips to reduce the chances of encountering invoice printing errors in the future.

• Keep QuickBooks Desktop updated: Install available updates to maintain compatibility and fix known issues.
• Update printer drivers: Make sure your printer drivers are up to date and compatible with your Windows version.
• Check printer connections: Ensure your printer is connected properly, online, and ready to print.
• Review printer settings: Verify that QuickBooks Desktop is configured to use the correct printer for invoices and other forms.
• Maintain your company file: Create regular backups and run the Verify Data utility when you suspect data issues.
• Avoid unnecessary template changes: Use properly configured invoice templates and test customized forms before using them regularly.
• Check Windows permissions: Make sure the appropriate user account has the required permissions to access temporary folders and printing components.
• Keep Windows components working: Periodically check the Print Spooler service and Microsoft XPS Document Writer if you rely on QuickBooks PDF functionality.
• Use QuickBooks Tool Hub when needed: Run the QuickBooks PDF & Print Repair Tool if printing or PDF errors occur.

Following these preventive measures can help you maintain smooth invoice printing in QuickBooks Desktop and reduce interruptions to your daily accounting tasks.

Summing Up 

If you cannot print invoices in QuickBooks Desktop, the issue may be related to your printer, Windows permissions, Print Spooler service, invoice templates, company file, or QuickBooks PDF components.

Start by printing from another program and checking your printer setup. If the printer works outside QuickBooks, test a different invoice template, run the QuickBooks PDF & Print Repair Tool, and rename the QBPrint.qbp file if necessary.

If none of these solutions work, try connecting with a QuickBooks ProAdvisor to get instant professional assistance. Dial Call Us : +1-866-408-0444 to connect with an expert right away!

Frequently Asked Questions

Why won’t QuickBooks print my invoices?

QuickBooks may not print invoices because of printer connection issues, incorrect print settings, browser cache problems, or outdated printer drivers. Try opening QuickBooks in a private browser window or saving the invoice as a PDF to see if it prints correctly. If the problem continues, check your printer settings and make sure QuickBooks is up to date.

How do I print invoices from QuickBooks?

In QuickBooks Online, go to Sales > Invoices, open the invoice you want to print, and select Print or Preview. Check the layout, choose your printer, and click Print. In QuickBooks Desktop, open the invoice and select Print, or go to File > Print Forms > Invoices to print selected invoices.

Why can I print from other programs but not QuickBooks Desktop?

If your printer works in other programs but not in QuickBooks Desktop, the problem may be related to QuickBooks printer settings, invoice templates, the QBPrint.qbp file, or PDF components.

Try changing the invoice template, selecting the correct printer in File > Printer Setup, and running the QuickBooks PDF & Print Repair Tool.

How do I fix the QuickBooks Desktop PDF printing error?

Start by checking whether you can print to Microsoft XPS Document Writer from Notepad. If you cannot, review the XPS Document Writer settings and Windows permissions.

If XPS printing works outside QuickBooks, run the QuickBooks PDF & Print Repair Tool and try renaming the QBPrint.qbp file. Restart QuickBooks Desktop and test saving the invoice as a PDF again.

Can I print invoices from QuickBooks Desktop without opening them individually?

Yes, QuickBooks Desktop allows you to print multiple invoices through the File > Print Forms > Invoices option. Select the invoices you want to print, confirm the printer settings, and start the print job.

If batch printing fails, try printing a single invoice first. If that works, print smaller batches to help identify whether a particular invoice is causing the problem.