The QuickBooks Print and PDF Repair Tool is one of the utilities inside the Program Problems tab of QuickBooks Tool Hub, built specifically to fix printing and PDF-related errors: invoices that won’t print, PDFs that won’t generate when emailing forms, or QuickBooks losing its connection to your printer. It works by resetting QuickBooks’s printer settings and checking for common configuration problems, rather than fixing your company file or the printer hardware itself. This article covers what it actually does, when it’s the right tool to reach for, and how to run it correctly.
What this tool actually fixes
- Invoices, checks, or reports that won’t print from QuickBooks
- Errors when trying to save or email a transaction as a PDF
- “QuickBooks could not print to the printer” or the printer showing as unavailable
- PDF component errors that appear specifically within QuickBooks, not other programs
- QuickBooks losing its printer connection after a Windows update
When this isn’t the right tool
| Situation | Better option |
|---|---|
| Printing fails in every program, not just QuickBooks | A Windows or printer driver issue, not a QuickBooks problem |
| QuickBooks freezes or crashes generally, not specifically during printing | Our guide on QuickBooks Tool Hub’s Print and PDF Repair Tool covers broader freezing causes |
| The company file itself won’t open | Use File Doctor instead, not this tool |
| Network or multi-user errors are involved | Use the Network Issues tab in Tool Hub instead |
Step-by-step: running the Print and PDF Repair Tool
Step 1: Close QuickBooks completely
- Close QuickBooks Desktop.
- Confirm no leftover QuickBooks processes are running in Task Manager (Ctrl + Shift + Esc, check the Details tab for QBW32.exe or QBW.exe).
Step 2: Open QuickBooks Tool Hub
- Open the QuickBooks Tool Hub application. If you don’t have it installed, download it from Intuit’s official site first.
- From the Home screen, select the Program Problems tab on the left.
Step 3: Run the tool
- Click QuickBooks Print and PDF Repair Tool.
- Let it run. This typically takes a minute or two.
- Once it finishes, a message will confirm the process is complete.
Step 4: Restart your computer
- Restart the computer fully, rather than just closing and reopening QuickBooks.
- This ensures the reset printer settings take effect properly.
Step 5: Test printing or creating a PDF again
- Open QuickBooks and open your company file.
- Try printing an invoice, or emailing a form as a PDF, whichever action was failing before.
- If it now works, you’re done. If not, move to the additional checks below.
If the tool doesn’t resolve the issue
Check your default printer in Windows
- Go to Settings → Bluetooth & devices → Printers & scanners.
- Confirm you have a default printer set, even if it’s a PDF printer like Microsoft Print to PDF.
- Try printing from QuickBooks again.
Check the XPS Document Writer
QuickBooks relies on the Microsoft XPS Document Writer for some PDF functions.
- Search for “Turn Windows features on or off.”
- Confirm Microsoft XPS Document Writer is checked. If it isn’t, check it and click OK.
- Restart and try again.
Update your printer driver
- Go to Settings → Bluetooth & devices → Printers & scanners, select your printer, and check for driver updates, or visit the printer manufacturer’s website for the latest driver.
- Install any available update, restart, and try printing again.
Repair the QuickBooks installation
If printing issues persist after the repair tool and driver checks:
- Open Settings → Apps → Installed apps.
- Find QuickBooks, select the three-dot menu and choose Repair.
- Restart and try printing again.
What the tool does behind the scenes
The Print and PDF Repair Tool resets several things that commonly cause QuickBooks-specific printing problems: it refreshes QuickBooks’s internal print settings, checks and repairs the PDF printer driver QuickBooks uses to generate PDFs, and clears out damaged temporary print files. This is why it’s effective for QuickBooks-specific printing issues but won’t help if the printer itself has a driver problem affecting every program on your computer.
Running it safely
This tool doesn’t touch your company file or accounting data. It only affects printer and PDF configuration settings related to QuickBooks, so there’s no need to back up your company file before running it specifically for this purpose.
When to get professional help
Consider getting help if printing and PDF errors continue after running this tool, checking your printer driver, and repairing the installation. A QuickBooks professional can check your printer configuration and QuickBooks setup together. You can reach BizBooksAdvice at +1-866-408-0444.
Frequently asked questions
Does the Print and PDF Repair Tool fix my printer itself?
No, it resets QuickBooks’s own print and PDF settings, not the printer hardware or its Windows driver. If printing fails in other programs too, the problem is likely the printer or its driver, not something this tool addresses.
Is it safe to run this tool without backing up my company file first?
Yes. It only affects printer and PDF-related settings, not your company data, so a backup isn’t necessary specifically for running this tool.
How do I know if my printing problem is a QuickBooks issue or a Windows issue?
Try printing a test page from another program, like Notepad or a web browser. If that also fails, the issue is with Windows or the printer itself, not something this tool can fix.
How often should I run this tool?
Only when you’re experiencing a specific printing or PDF issue in QuickBooks. There’s no need to run it routinely if printing is working fine.
Will running this tool remove my saved printer preferences in QuickBooks?
It resets the underlying print configuration QuickBooks uses, so you may need to reselect your default printer or reconfirm print settings for specific forms afterward.
