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How to Fix Payroll Error - Unable to Send Usage Data in QuickBooks

· 3 min read
Debits

Introduction​

Encountering the "Unable to Send Usage Data" payroll error in QuickBooks can hinder your ability to process payroll efficiently. This error typically arises due to connectivity issues or problems with your QuickBooks configuration. This guide provides a detailed, step-by-step process to troubleshoot and resolve this payroll error in QuickBooks.

Understanding the Error​

The "Unable to Send Usage Data" error occurs when QuickBooks fails to transmit payroll data to Intuit’s servers. Common causes include:

  • Internet Connectivity Issues: Unstable or lost internet connection.
  • Firewall or Security Settings: Blocking QuickBooks from accessing the internet.
  • Incorrect System Date and Time: Misconfigured date and time settings on your computer.
  • QuickBooks Configuration Issues: Problems within the QuickBooks application settings.

Steps to Resolve the Payroll Error​

Step 1: Check Internet Connection​

  1. Verify Connectivity: Ensure that your computer is connected to the internet. Open a web browser and navigate to a website to confirm internet access.
  2. Restart Router: If the connection is unstable, restart your router or modem to reset the internet connection.

Step 2: Adjust Firewall and Security Settings​

  1. Open Control Panel: Go to Control Panel > System and Security > Windows Defender Firewall.
  2. Allow QuickBooks Through Firewall: Select Allow an app or feature through Windows Defender Firewall. Ensure that QuickBooks is checked for both private and public networks.
  3. Configure Third-Party Security Software: If you use third-party antivirus or firewall software, configure it to allow QuickBooks access to the internet.

Step 3: Verify System Date and Time​

  1. Open Date and Time Settings: Right-click the clock on your taskbar and select Adjust date/time.
  2. Set Date and Time Automatically: Ensure that the option to set the time automatically is turned on.
  3. Sync Time: Click on Sync now to update your system time with the internet time server.

Step 4: Update QuickBooks Desktop​

  1. Open QuickBooks Desktop: Ensure QuickBooks Desktop is open.
  2. Check for Updates: Go to Help > Update QuickBooks Desktop.
  3. Install Updates: Click Update Now and install any available updates.
  4. Restart QuickBooks: Restart QuickBooks Desktop after the updates are installed.

Step 5: Run QuickBooks as Administrator​

  1. Close QuickBooks: Ensure QuickBooks is completely closed.
  2. Run as Administrator: Right-click the QuickBooks Desktop icon and select Run as Administrator.
  3. Retry Payroll: Attempt to send payroll usage data again.

Step 6: Verify Payroll Service Key​

  1. Open QuickBooks Desktop: Ensure QuickBooks Desktop is open and you are logged in.
  2. Go to Employees Menu: Select Employees > My Payroll Service > Manage Service Key.
  3. Verify Service Key: Ensure that the payroll service key is entered correctly. Re-enter it if necessary.

Step 7: Use the QuickBooks Tool Hub​

  1. Download QuickBooks Tool Hub: Download and install the QuickBooks Tool Hub from the official Intuit website.
  2. Run the Tool Hub: Open the Tool Hub and select Program Problems. Click on Quick Fix my Program and follow the prompts.

Best Practices to Prevent Future Errors​

  • Regular Updates: Keep QuickBooks and your system updated to the latest versions.
  • Stable Internet Connection: Ensure a reliable and stable internet connection.
  • Regular Backups: Regularly back up your QuickBooks data to prevent data loss.

Conclusion​

The "Unable to Send Usage Data" payroll error in QuickBooks can be a significant obstacle, but by following the steps outlined in this guide, you can troubleshoot and resolve the issue effectively. Ensuring proper internet connectivity, adjusting firewall settings, and keeping your software updated will help prevent future errors, allowing you to manage your payroll seamlessly.