Facing QuickBooks Cannot Create PDF Error? Learn to Fix It

In QuickBooks, you can save financial statements, reports, and forms into PDF files by using the program’s PDF printer. The PDF files can be accessed on any device that supports PDF and are relatively small. These files can be emailed directly from the QB application and password-protected if they contain sensitive customer or business information or financial information. 

Although QB users can also create PDF files using third-party PDF printers such as Adobe PDF, this requires time and effort. Therefore, the built-in PDF printer is widely used. However, while working in QuickBooks, users frequently encounter the QuickBooks cannot create PDF error. This issue indicates that QuickBooks was unable to save your form as a PDF. It is essential to resolve it; to learn how, follow this blog.

You may face technical trouble when trying to resolve PDF-related issues in QuickBooks. No worries, seek professional assistance. For that, dial +1(800) 780-3064 to speak with a certified expert.

Potential Reasons Behind the QuickBooks Cannot Create PDF Issue

If QuickBooks fails to save your form as a PDF, one or more of the reasons below may be responsible for the failure. 

• When the QB can’t access the TEMP folder
• Nuances created due to the updated Windows 10 XPS Document Writer device
• Damaged or faulty XPS Document Writer
• The PDF converter shows its status offline
• Printer connectivity issues

After knowing the potential causes behind the QuickBooks cannot create PDF error, let’s move on to the next section to discuss effective solutions.

5 Solutions to the QuickBooks Cannot Create PDF Error That Work

If QuickBooks cannot create PDF error persists on your system, resolve the issue immediately by implementing the tested methods below. Only proceed with the methods in the specified order.

Method 1: Utilize the QuickBooks PDF & Print Repair Tool from the Program Problems Tab

You can fix the QB cannot create PDF error by using the QuickBooks PDF & Print Repair tool. However, to run it, you must have the QuickBooks Tool Hub on your system. After ensuring that, follow the steps below to utilize it:

• Start by opening the QB Tool Hub and tapping on the Program Problems tab
• Next, tap on the QuickBooks PDF & Print Repair tool to run 
• Now, wait for the tool to complete the scan and fixture, and don’t close it manually

Once the tool has finished running automatically, try saving the file as a PDF to check whether the issue is resolved. If it persists, follow the next method.

Method 2: Modify the TEMP Folder Permissions

Some crucial information about the QuickBooks PDF tool’s settings is located in the TEMP folder. The PDF tool won’t function if QuickBooks can’t access these files in the TEMP folder, and you will need to reset the folder’s permissions.

• Start by closing QuickBooks and head to the Run window by hitting Windows + R
• Next, enter %temp% and tap on OK
• Now, right-tap somewhere on an empty space within the temp folder and tap on Properties
• Head to the Security tab and ensure that each username and group has Full Control. If not, you need to set the permissions to Full Control and tap on Save
• Finally, tap on OK to exit from the window and try to save it as a PDF again in QuickBooks

However, if you are still facing the QuickBooks cannot create PDF error, try the next method.

Method 3: Restore Previous Drivers for the XPS Document Writer 

The system installs a new Microsoft XPS Document Writer device and connects it to the default port, “PORTPOMPT,” when users upgrade to Windows 10. Saving a QuickBooks invoice as a PDF causes errors and conflicts within the system. In such a case, you must remove the new Microsoft XPS Document Writer device and restore the drivers to the previous version. To do so, perform the instructions below:

• Start by hitting the Windows key to open the Start menu and entering the phrase “Print Management” in the search bar
• Next, click Enter and choose the Print Management program appearing in the top result
• Tap on Print Server on the left pane of the Print Management window, tap on Print Server
• Tap on the name of your system and choose the last option – Printers
• Choose Microsoft XPS Document Writer and tap on the X mark on the toolbar
• Now, right-tap on the space anywhere and tap on Add Printer
• Tap Next on the Network Printer Installation Wizard and choose Create a New Port to include a new printer
• Choose Local Port from the drop-down menu of Available Port Types and type in XPS under the Port Name
• After that, tap on OK and choose the Hard Disk button on the Install the Printer Driver window
• Now, insert the Windows Installation Disk and browse and choose the driver’s .inf file
• Enter Microsoft XPS Document Writer under the name of the printer and tap on Next to finish the task

Finally, reboot the system and try to create a PDF again to verify whether the error has been resolved. However, if the issue still persists, follow the next method.

Method 4: Remove the Logo in the Invoice Template

Occasionally, the PDF tool has issues with the .jpg format of the corporate logo on the invoice. You can either remove the logo from the invoice design by following the instructions below:

• Start by opening QuickBooks and tapping on the Gear icon on the toolbar
• Next, tap on Custom Form Styles under Your Company menu 
• Find the template you wish to make changes to
• Navigate to the Action column and click on the Edit option
• Now, head to the Design tab and tap on Make Logo Edits
• Lastly, select Hide logo and choose Done

Once done, check again whether the issue is resolved. Still facing the QuickBooks cannot create PDF error? Follow the next solution. 

Method 5: Try a Different Way to Create the PDFs

You can try an alternative method to save invoices or forms as PDFs. For that, carry out the instructions below:

• Navigate to QuickBooks and access the invoice you need to save as a PDF
• Next, tap on the File menu and instead of choosing Save as PDF, tap on Print Invoice
• Finally, select the Printer name as Microsoft Print to PDF 

Once done, check again whether the issue is resolved. We hope the methods above will help you overcome this issue.

Check If the Issue Lies With the XPS Document Writer

To see if you can save the file using the XPS Document Writer and not QuickBooks, follow the instructions below:

• Start by closing QuickBooks and head to Notepad
• Next, enter any text and tap on File
• Choose Print and select the XPS Document Writer
• Now, tap on Print and type in a name for the file
• Save the file on the desktop and access it from the desktop to check if the file is correct or not
• Now, if the file doesn’t open, it means the problem is in the Microsoft XPS Document Writer

However, if you can’t, you must seek professional assistance if the issue is with the Microsoft XPS Document Writer.

A Quick View on QuickBooks Cannot Create PDF Error

Use the table below to view a condensed version of this blog about QB failing to generate PDFs.

Conclusion

This was all about the QuickBooks cannot create PDF error and the proven methods to resolve it. Since the issue is mostly linked to PDF components, printer settings, or program configuration, following the right troubleshooting steps can quickly restore normal PDF functionality. However, if these methods don’t work for you, seek professional help. Dial +1(800) 780-3064 to speak with a certified professional and get assistance to overcome this error.

Frequently Asked Questions (FAQs)

Gabby Taylor

Gabby Taylor, combines financial expertise with literary prowess. With over a decade in finance, she crafts insightful narratives on navigating fiscal complexities