Are you unable to send usage data in QuickBooks Desktop? This can be caused by a couple of different reasons. It usually occurs when your QB workstation is unable to connect with Intuit’s servers to transmit payroll or usage data. Due to this, you might receive an error message on your screen, such as “QuickBooks has encountered a problem sending your usage data”.
You can also face this issue while updating your QB payroll. It’s important to address this problem on time, as it can be a huge setback to your workflow. In this blog, we will guide you through troubleshooting this issue step-by-step, so that even beginners can follow along. First, let’s understand what this error actually is.
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What is the Sending Usage Data Error in QuickBooks?
Unable to send usage data in QuickBooks Desktop is one of the most common errors that users of the workstation face. It usually occurs due to network connection issues with Intuit’s servers, having an incorrect time zone on your desktop, having an already created accountant copy, issues with sent paychecks, an invalid security certificate, and many other reasons. Let us list all the culprits behind this common error in the next section.
Unable to Send Usage Data in QuickBooks Desktop – Reasons
The reasons due to which you can see sending usage data error in QuickBooks are:
- Having the wrong time zone on your desktop
- An accountant’s copy might already be created
- You might have an invalid payroll service key
- If you have sent paychecks through Intuit that have issues, it might cause this error
- You might be unable to access Intuit’s servers due to a network problem
- Using multi-user mode while sending data can also cause this issue
- Problems with your internet connection
- Faulty Firewall or internet security settings can trigger this error
- Issues with your account can also be behind this problem
Now that we know the potential reasons behind this, let’s move on to troubleshooting this error.
How to Fix Error Trying to Send Usage Data
If you’re unable to send usage data in QuickBooks Desktop, try the following solutions to fix this problem:
Solution 1: Fix Your Date and Time Zone Settings
You can fix the time zone of your desktop through the following steps:
- Open the Windows Start menu
- Click on Settings
- Select Time & Language
- In the Date and Time window, go to the tab called Date & Time
- Navigate to the Change date and time section
- Select Change
- Select your accurate date and time
- Click Change to confirm it
If the error was caused by a faulty time zone, this should fix the issue; if it doesn’t, check the next solution.
Solution 2: Check if You’re Using an Accountant’s Copy of the File
If your title bar shows “Accountant’s Changes Pending”, it’s a sign of using an accountant’s copy of the file. You can wait until your accountant returns the file, or you can override it manually by the steps mentioned below:
- Open the File menu in QB
- Select Send Company File
- Click on Accountant’s copy
- Select Client Activities
- Click Remove Restrictions
- Click on the text stating “Yes, I want to remove the Accountant’s Copy restrictions”
- Finally, press OK
This should override the accountant’s copy restrictions, and you would be able to send usage data. If you’re still unable to send payroll data QuickBooks Desktop, move on to the succeeding method.
Solution 3: Replace Paychecks Stuck as Online to Send
One of the reasons QuickBooks cannot send payroll data is because of the issues with the paychecks that are not sent. Here’s how to fix it:
- Open the QBDT app
- Select the Edit menu
- Choose find
- Open the Advanced tab
- In the Filter box, choose the following:
- Select Detail Level from the Filter list in the Choose Filter section
- Press Summary Only
- Browse the Filter list again
- Select Online Status
- Click on Online to Send
- Select Posting Status and Either from the right drop-down menu
- Tap on Find
- After finding the stuck paychecks, print a copy of them and delete them.
- Try sending usage data again
- If successful, recreate the paychecks
This should fix the QuickBooks payroll unable to send usage data error. Try the following solution if it doesn’t
Solution 4: Update Your QuickBooks Desktop Application
You can be seeing QuickBooks send payroll data not working due to using an outdated version of your workstation. It’s necessary to update your QuickBooks Desktop to the latest version in order to send usage data. It’s also important to update your tax table to its newest version. After doing this, you won’t have problems sending your usage data. If you do, you can see the next solution.
Solution 5: Check Your Payroll Service Key
You might be unable to send usage data in QuickBooks Desktop due to issues with your payroll subscription status. To resolve this, read the steps given below:
- Open the QBDT app and tap the Employees menu
- Click on My Payroll Service
- Select Manage Service Key
- Navigate to the QuickBooks Service Key window
- Select Edit
- Verify that your current service key is valid
- If it’s incorrect, remove the service key
- Enter the correct service key
- Press Next and Finish to save
This should fix the QuickBooks error sending usage data. Review the following fix if you encounter the same issue.
Solution 6: Correct Your Firewall Settings
Your Windows Firewall blocking the QB app. This might be the reason you’re unable to send usage data in QuickBooks Desktop. It’s important to configure your firewall settings before sending your usage data, as improper settings may interfere with the functioning of your QBDT app. Properly configuring your Firewall settings would remove any obstructions and would let you continue sending usage data without any errors. If the error is still persistent, glance over to the bottom solution.
Solution 7: Check and Diagnose the QBWin.log File to Find the Reasons for This Error
To access the QBWin.log file in QB Desktop, check the steps provided below:
- Open QuickBooks Desktop
- Navigate to the Product Information window by pressing Ctrl + 1 or F2
- Open the Tech Help window by pressing Ctrl + 1 or F3
- Now, browse to the Open File section
- Locate the QBWin.log file
- Click Open File, and review the file for any issues
This should resolve any issues that may be causing this error.
Error Trying to Send Usage Data in QuickBooks Desktop – A Quick View
Given below is a compact summary of the information given in this blog, presented in a tabulated format:
| Unable to send usage data in QuickBooks Desktop | This error occurs when you’re not able to send your QB payroll usage data from the desktop workstation, which can be detrimental to your workflow and important business processes. |
| Its causes | It can occur due to the wrong date and time zone of your system, having an already created accountant’s copy, your payroll service key might be invalid, and you might have paychecks stuck as online to send. Additionally, using multi-user mode, an unstable internet connection, and faulty firewall settings can also cause this issue. |
| Troubleshooting Methods | To solve this, you can fix your date and time zone settings in Windows, override the accountant’s copy restrictions, delete and recreate paychecks stuck as online to send, and update your QBDT app. Furthermore, you can verify your payroll service key, correct your firewall settings, and check the QBWin.log file. |
Conclusion
In this blog, we discussed why you are unable to send usage data in QuickBooks Desktop. Moreover, we also explained to you the reasons you might be facing this error and provided you with methods to troubleshoot the same. Still unclear on how to solve this problem yourself? Ring TFN today to speak to our QB experts.
Frequently Asked Questions (FAQs)
To send usage data in QB Desktop, you have to first enable it in the Preferences settings of the app. To do that, open the Preferences menu in your QBDT, then select Feedback, and finally check the box next to Enable Sending Usage Data to Intuit. Then, to send the data, browse to the Help menu and select QuickBooks Usage & Analytics Study and follow the on-screen instructions.
To check your payroll service key in QBDT, open the Employees menu and select My Payroll Service. Then, press Manage Service Key and verify your key in the QuickBooks Service Key window.
There are multiple reasons as to why you might not be able to send usage data in QB Desktop. It can be due to your system having the wrong date and time, running an already created accountant’s copy, your payroll service key being invalid, your paychecks being stuck as online to send, or several other related reasons as discussed in the blog above.
Kate is a certified public accountant (CPA) with expertise in various accounting software. She is technically inclined and finds passion in helping businesses and self-employed people carry out bookkeeping, payroll, and taxation without worrying about errors. Every once in a while, Kate loves to travel to far-off places and relax in the lap of nature.