QuickBooks Can't Save as PDF? Here's How to Resolve It Quickly

Harvey Specter
Jun 20
4 min read

If you're encountering the frustrating issue of QuickBooks Save as PDF Not Working, you're not alone. Many QuickBooks Desktop users face this problem, especially when attempting to generate and email reports, invoices, or other essential documents. Fortunately, there are several proven methods to resolve this issue and get back to running your business smoothly. In this article, we’ll guide you step-by-step to fix this common glitch and explain why keeping your software updated matters.

Understanding the Problem: Why QuickBooks Can't Save as PDF

QuickBooks Desktop relies on certain Windows components, such as the Microsoft XPS Document Writer and PDF drivers, to convert reports into PDF format. When these components malfunction or go missing, the "Save as PDF" feature stops working. Here are

some common symptoms of this issue:

QuickBooks crashes when attempting to save a file as PDF.
An error message like “QuickBooks can't complete the current action due to a missing component: PDF file component” appears.
The file saves incorrectly or not at all.
Emailing invoices or reports as PDFs fails.

What Causes the 'QuickBooks Save as PDF Not Working' Issue?

Before jumping to solutions, it’s helpful to understand the root causes:

Outdated QuickBooks VersionOlder versions may not be compatible with updated Windows components.
Missing or Corrupt PDF DriversQuickBooks uses a built-in PDF converter that can get damaged or uninstalled.
User Permissions or Printer SettingsRestricted user access or misconfigured printer settings can block PDF saving.
Windows OS Updates or CorruptionA recent Windows update may have altered necessary components.
Damaged QuickBooks Installation FilesAny corruption in the installation files may affect various functionalities, including PDF export.

How to Fix 'QuickBooks Save as PDF Not Working' – Step-by-Step Solutions

Let’s walk through the top troubleshooting methods that will help you resolve this issue efficiently.

1. Update QuickBooks Desktop to the Latest Version

Before anything else, make sure you're using the most recent version of QuickBooks Desktop. Updating often patches bugs and restores broken functionalities.

Steps to Update:

Open QuickBooks Desktop.
Go to Help > Update QuickBooks Desktop.
Click on Update Now, then check Reset Update.
Click Get Updates and restart QuickBooks after the update completes.

Pro Tip: Regularly updating QuickBooks helps avoid compatibility issues and ensures you have the latest features and security patches.

2. Use the QuickBooks Tool Hub

Intuit offers a free tool called QuickBooks Tool Hub, which helps diagnose and fix common errors.

Steps to Use Tool Hub:

Download QuickBooks Tool Hub from Intuit’s official site.
Install it and launch the program.
Click on Program Problems, then select QuickBooks PDF & Print Repair Tool.
Allow it to run and restart your computer after completion.

This tool repairs Microsoft components and reinstalls the QuickBooks PDF converter automatically.

3. Reinstall the Microsoft XPS Document Writer

QuickBooks relies on the XPS Document Writer for PDF generation. If it’s missing, here’s how to reinstall it:

Steps to Add XPS Writer:

Open Control Panel > Devices and Printers.
Click on Add a printer > Add a local printer.
Choose Use an existing port and select XPSPort: (Local Port).
Choose Microsoft as the manufacturer and Microsoft XPS Document Writer as the printer.
Finish the installation and restart your system.

4. Check and Reset Print Permissions

If the user doesn't have permission to use the PDF converter, saving will fail.

Steps to Check Permissions:

Right-click on the QuickBooks Desktop icon and select Run as Administrator.
Go to File > Printer Setup and verify that QuickBooks PDF Converter appears as a printer.

5. Manually Reinstall QuickBooks PDF Converter

If the built-in repair tools don't work, reinstalling the PDF converter manually may solve the issue.

Steps:

Close QuickBooks.
Navigate to C:\Program Files\Common Files\Intuit\QuickBooks\QBPrint.qbp and rename the file (e.g., QBPrint_old.qbp).
Relaunch QuickBooks. A new print file will be automatically generated.

If the problem persists, uninstall and reinstall the converter via the Devices and Printers settings.

6. Use the Microsoft Print to PDF Feature

As a workaround, you can print using Windows’ native Print to PDF feature.

Steps:

In QuickBooks, click Print instead of Save as PDF.
Choose Microsoft Print to PDF from the list of printers.
Name your file and choose a destination folder.

Though not a permanent fix, this method helps in urgent situations.

7. Contact QuickBooks Support for Advanced Help

If none of the above solutions work, it might be time to reach out to professionals. Call QuickBooks Support at +1-866-408-0544 to speak with certified experts who can walk you through more advanced troubleshooting or remote repair.

Prevention Tips to Avoid PDF Issues in QuickBooks

To prevent this issue from recurring, follow these best practices:

✅ Regularly Update QuickBooks Desktop.
✅ Create weekly backups of your company file.
✅ Avoid third-party system cleaners that may delete essential components.
✅ Run QuickBooks with Admin permissions for full functionality.
✅ Check system compatibility before major Windows updates.

Final Thoughts

When QuickBooks Save as PDF Not Working, it can disrupt invoicing, reporting, and communication with clients. However, with the right tools and steps, the issue is completely fixable. The most effective first step is to Update QuickBooks Desktop to the Latest Version, as this alone resolves many bugs. From there, the QuickBooks Tool Hub, PDF converter repair, and permissions checks can get you fully operational.

Don’t let a minor glitch slow down your business. If you’re stuck or need personalized help, contact the QuickBooks experts at +1-866-408-0544 — they’re available to get you back on track quickly.