Fixing QuickBooks Payroll Connection/Service Server Error

QuickBooks payroll connection error is a common error that can arise when users try to send payroll data or direct deposit paychecks. This error can be caused by internet connection issues, among other possible reasons. Follow this troubleshooting article to gain a deep insight into this error and learn how to fix it easily.

You can follow this detailed blog to understand this error and learn about effective fixes. However, if you are unwilling to undertake these solutions or aren’t tech-savvy, you can reach out to our team of QB professionals at +1 833-802-0002 to get immediate guidance in resolving the error.

What Causes Payroll Service Connection Error in QuickBooks?

There are many reasons that can provoke the payroll connection error in QuickBooks. You need to learn about these reasons before undertaking the resolution process to fix the error with better clarity. The following main causes might be responsible for this QB error –

1. The security certificate in QuickBooks Desktop might be invalid or expired.
2. You are trying to send the payroll data in a QuickBooks multi-user environment.
3. There is a network time-out error that can prevent QBDT from accessing the server.
4. There are other general internet connection issues while running QuickBooks payroll.
5. Your Windows firewall or an anti-virus program might be configured to create blockages in QuickBooks.
6. The date and time settings in your PC might be incorrect, which can be another reason for payroll connection issues.

These are the primary reasons behind the payroll service error in QuickBooks. Now, let’s move to the next section to learn about the practical solutions to fix it.

Solutions to Rectify Payroll Service Connection Error in QuickBooks Desktop

Until the QuickBooks payroll connection error is fixed, you won’t be able to send QuickBooks payroll data or process paychecks successfully. Thus, once you have understood why the error arises, you need to learn about the solutions to fix it.

Before using these solutions, make sure to reboot your PC to fix general bugs and issues. Then, perform the following troubleshooting solutions to resolve the payroll connection issues effectively –

Solution 1 – Send Payroll Data in QB Single-User Mode

QuickBooks payroll service connection issues can arise when users try to send payroll data in a multi-user mode. To fix these issues, switch to single-user mode and send the payroll data again in the following manner –

1. Open the QuickBooks File menu and select Utilities, then access the drop-down menu.
2. Choose the Switch to Single-User Mode option from the drop-down menu, then go to the Employees section.
3. Further, select My Payroll Service and click the Send Usage Data option.If you can’t see this step, select Send Payroll Data and, go to the Send/Receive Payroll Data window, then click Send All.
4. Enter your payroll service pin, if required, and check if the data is sent successfully.

If you are facing issues while sending payroll data even after switching to the single-user mode, move to the next solution.

Solution 2 – Update QBDT and Install Payroll Tax Table Updates 

You need to ensure that QuickBooks and the payroll tax tables are updated to the latest release. Updating QuickBooks ensures that the software has the latest security updates. To download the latest QB and tax table updates, follow the detailed steps below –

1. Open the QuickBooks Help menu and select Update QuickBooks Desktop, then click the Update Now option.
2. Select the Reset Update checkbox, click Get Updates, and once the updates are downloaded, reopen QuickBooks.
3. Select Install Now to install the updates, and once done, proceed to download tax table updates.
4. Go to the Employees menu, then select Get Payroll Updates, and click Download Entire Update.
5. Select Update, and once the updates are successfully downloaded, you will see an informational window confirming the same.

After installing the QuickBooks and tax table updates, rerun QuickBooks and try sending the payroll data. If you are still facing payroll connection issues, move to the next troubleshooting solution.

Solution 3 – Manually Install QuickBooks Security Certificate

The QuickBooks security certificate is essential as it contains information to protect the data or establish secure network connections. An invalid or expired security certificate can be one of the main triggers behind the payroll connection error in QuickBooks Desktop. Thus, to resolve this error, you need to manually add a valid security certificate in the following manner –

1. Right-click the QB Desktop icon on your PC, select Properties, and then go to the Shortcut tab.
2. Select Open File Location and hit OK, then go to the File Location window. You can also access the file location manually by following these navigation paths, wherein XX stands for the QB year –
   • Pro, Premier, or Premier Accountant: C:\Program Files (x86)\Intuit\QuickBooks 20XX
   • Enterprise or Enterprise Accountant: C:\Program Files (x86)\Intuit\QuickBooks Enterprise Solutions XX.0
3. Once the location is found, look for the application .exe file in the File Location window, then right-click the file and select Properties.
4. When the Application File Properties window opens, select the Digital Signatures tab and choose one of the entries in the signature list field.
5. Select Details, then go to the Digital Signature Details window and select View Certificate.
6. In the certificate window, open the General tab and click Install Certificate.
7. On the Certificate Import Wizard screen, ensure that the Store Location is set to Current User, and hit Next.
8. Now, in the Certificate Store window, Windows will select the certificate store based on the type of certificate.
9. Select Next and Finish, and once a prompt appears confirming that the import was successful, hit OK.

Follow steps 4 to 9 for the rest of the security certificates to ensure that all the certificates are valid. Once done, rerun QuickBooks and send the payroll data to check the status of the payroll connection error. If the error persists, move to troubleshooting solution 4.

Solution 4 – Review the PC’s Date and Time Settings

Incorrect date and time settings on your system can be a culprit behind QuickBooks payroll connection issues. Thus, ensure that the date and time are correctly set before sending the payroll data in the following manner –

1. Check the date at the bottom-right corner of your PC and ensure that it is correctly set.
2. If the settings are incorrect, access the Windows Start menu and go to the Settings tab.
3. Click Time & Language, then select Date & Time and set them accordingly.
4. Now, reopen QuickBooks Desktop and send the payroll data again.

If you are unable to send the payroll data and the payroll service connection error in QuickBooks persists, move to the next solution.

Solution 5 – Check Network Connectivity and Run the TLS 1.2 Tool

If QuickBooks is unable to access the server or these are network connectivity problems, it can lead to the QB payroll connection error. In such a case, ensure that the network connectivity is reliable and secure and QuickBooks is TLS 1.2 compliant.

Step 1 – Install the QuickBooks Tool Hub Program

First and foremost, download and install the QuickBooks Tool Hub on your PC. This program contains various tools and features, including the TLS 1.2 tool. Thus, you need to install QB Tool Hub before running the TLS 1.2 tool in the following manner –

1. Close QuickBooks and click here to download the latest QB Tool Hub version, then save the setup file at an easily accessible location.
   Note: If you already have a QB Tool Hub version installed on the PC, you can find your current version at the bottom of the Home tab.
2. Next, open the QuickBooksToolHub.exe setup file downloaded above, then follow the on-screen steps to install the utility and accept the terms and conditions.
3. When the installation process is complete, double-click the QB Tool Hub icon on your Windows desktop and successfully access the program.
   Note: If you are having trouble locating the QB Tool Hub icon, manually search for “QuickBooks Tool Hub” on your Windows search panel and access it.

Once the QB Tool Hub program is installed, move to the next section and run the TLS 1.2 tool.

Step 2 – Use the TLS 1.2 Readiness Utility

All the connections QuickBooks uses to access Intuit services must meet certain system requirements as per the TLS 1.2 protocol. This ensures greater security and stability while using the Internet.

1. Launch QuickBooks Tool Hub, move to the Installation Issues tab and select the QuickBooks TLS 1.2 tool at the bottom right corner.
2. Next, hit OK, open the TLS tool, then click Yes to accept the EULA Agreement.
3. Lastly, select Run, and once the tool stops, click Exit and end the process.

Now, rerun QuickBooks and try sending the payroll data and processing direct deposit paychecks. If you are still facing the payroll connection error, perform the next solution and fix it.

Solution 6 – Modify the Internet Connection Settings

Incorrect internet connection settings can lead to connectivity issues while using QuickBooks and running the payroll functions.

1. Launch QuickBooks and go to the Help section, then select Internet Connection Setup and click “Use my computer’s internet connection settings…”
2. Hit Next and move to the Advanced Connection Settings tab, then click LAN Settings.
3. Choose Automatically Detect Settings and ensure that the Proxy Server checkbox is unmarked, then click OK and Done to end the process.

Once done, reopen QuickBooks and send the payroll data to check the status of the payroll connection error. However, if the QuickBooks Desktop payroll connection error persists, move to the next solution.

Solution 7 – Reconfigure Windows Firewall and Anti-virus Settings

The payroll connection error mainly arises when QuickBooks is unable to access the internet. Misconfigured Windows firewall settings can play a major role in blocking QuickBooks from accessing the internet. Follow the detailed steps mentioned below to configure the Windows firewall, create new exceptions, and configure the anti-virus settings –

Step 1 – Utilize QuickBooks File Doctor

The QB File Doctor utility is used to resolve company file and network issues in QuickBooks. Firstly, ensure that the QB Tool Hub is installed in your system (see ‘Step 1: Install the QuickBooks Tool Hub Program’ of ‘Solution 5: Check Network Connectivity and Run the TLS 1.2 Tool’ above). Then, you can run this tool by implementing the steps given below –

1. Launch QB Tool Hub, then from the Company File Issues section, select the QuickBooks File Doctor tool and wait for it to open.
   Note: The tool might take a minute to open; however, if you are unable to access the tool, manually search for “QuickBooks Desktop File Doc” in the Windows search panel and open it.
2. Further, open the drop-down menu and pick the company file you want to repair. If you can’t locate the file, click Browse and Search, then find and choose the company file and continue with the repair.
3. Now, choose the Check your file and Network option, hit Continue, and enter the QB admin login details.
4. Hit Next, and once the scan is complete, relaunch QuickBooks and access the company file.
   Note: The scan might take up to 15 minutes, depending on the file size. So, ensure that you don’t terminate the process or close the tool in the middle. Moreover, sometimes, the scan may indicate that the process was unsuccessful, even if the company data and network issues are fixed.

Once done, open QB payroll and send the payroll data again. If the payroll connection error persists, manually configure the Windows firewall in the next step.

Step 2 – Manually Configure Firewall Settings 

If QB File Doctor isn’t able to resolve the network problems, configure the Windows firewall manually. To configure the firewall and remove QB blockages, create exceptions in the following manner –

Create Firewall Exceptions for QuickBooks Ports

Blockages and restrictions in QuickBooks caused by the Windows firewall can be removed by creating firewall exceptions. Follow the steps given below to create exceptions for QB ports in the Windows firewall –

Note: If you are using multiple QBDT versions on the same PC, perform these configuration steps for each local QB version. Moreover, include each year’s (versions) port numbers in the “specific ports” field in point 4 below.

1. In the Windows search bar, type “Windows Firewall” and access the program.
2. Navigate to Advanced Settings, then right-click Inbound Rules, and click the New Rule option.
3. Next, select Port and hit Next, then make sure that TCP is selected.
4. Now, find the specific ports as per your QBDT version from the list below, then enter the port number in the Specific Local Ports field.
   • QuickBooks Desktop 2020 and later: 8019, XXXXX.
   • QuickBooks Desktop 2019: 8019, XXXXX.
   • QuickBooks Desktop 2018: 8019, 56728, 55378-55382.
   • QuickBooks Desktop 2017: 8019, 56727, 55373-55377.
     Note: If you use QBDT 2019 or future versions, you need to add dynamic port numbers as per your QB version to the port list. The dynamic ports are specifically assigned during installation to provide QB exclusive use of a particular port.
5. Go through the steps below to find the Dynamic Port Number for your QuickBooks Desktop version –
   • Open the Windows search bar, type “QuickBooks Database Server Manager,” access the utility, and go to the Port Monitor tab.
   • Locate your QuickBooks Desktop version, note down the Port Number, and then include it in the port exceptions list.
     Note: You can select Renew to modify the assigned port number (for QuickBooks Desktop 2019 and future versions). To renew the port number, go to the Scan Folder menu, select Scan Now, then reset the Windows firewall permissions.
6. Once you enter the port number, hit Next, click Allow the Connection, then click Next again.
7. Further, ensure that all the profiles are marked (if required) and hit Next.
8. Create a new exception rule named “QBPorts(year)” and hit Finish.
9. Lastly, repeat these same steps (steps 1 to 8) to successfully create Outbound Rules for QB ports. While creating outbound rules, make sure to choose Outbound Rules instead of Inbound Rules in Step 2.

Once the port exceptions are created for QuickBooks, rerun the software and send the payroll data again. If you still see the payroll connection error in QuickBooks, add firewall exceptions for QuickBooks executable files in the next step.

Create Firewall Exceptions for Executable Files in QuickBooks

If creating port exceptions doesn’t help fix the payroll connection issues, you need to create exceptions for executable files. QuickBooks Desktop uses the executable files (.exe) to perform various tasks and functions. Follow the steps given below to create firewall exceptions for the .exe files –

• Type “Windows Firewall” in the Windows search bar, then access the program and go to the Advanced Settings menu.
• Further, right-click Inbound Rules, select New Rule, and click Program.
• Hit Next, select This Program Path, then select Browse to pick an executable file from the list below –

Executable files	Location
AutoBackupExe.exe	C:\Program Files\Intuit\QUICKBOOKS YEAR
Dbmlsync.exe	C:\Program Files\Intuit\QUICKBOOKS YEAR
DBManagerExe.exe	C:\Program Files\Intuit\QUICKBOOKS YEAR
FileManagement.exe	C:\Program Files\Intuit\QUICKBOOKS YEAR
FileMovementExe.exe	C:\Program Files\Intuit\QUICKBOOKS YEAR
QuickBooksMessaging.exe	C:\Program Files\Intuit\QUICKBOOKS YEAR
QBW32.exe	C:\Program Files\Intuit\QUICKBOOKS YEAR
QBDBMgrN.exe	C:\Program Files\Intuit\QUICKBOOKS YEAR
QBServerUtilityMgr.exe	C:\Program Files\Common Files\Intuit\QuickBooks
QBCFMonitorService.exe	C:\Program Files\Common Files\Intuit\QuickBooks
QBLaunch.exe	C:\Program Files\Common Files\Intuit\QuickBooks
QBUpdate.exe	C:\Program Files\Common Files\Intuit\QuickBooks\QBUpdate
IntuitSyncManager.exe	C:\Program Files\Common Files\Intuit\Sync
OnlineBackup.exe	C:\Program Files\QuickBooks Online Backup

• Now, click Next and select Allow the Connection, then hit Next again and ensure that all the profiles are selected (if required).
• Click Next andcreate an exception rule named “QBFirewallException(name.exe), then save the rule.
• Lastly, follow this same process (steps 1 to 5) to create Outbound Rules for the executable files.In step 2 above, make sure to select Outbound Rules rather than Inbound Rules to create the outbound rules successfully.

Once the exception rules for the executable files are created, relaunch QuickBooks Desktop and send your payroll data. If you are still facing the QB payroll connection error, modify the antivirus program settings in the next section.

Step 3 – Modify the Antivirus Software Settings

If you are facing the error even after creating firewall exceptions for QB, review your antivirus settings. Configure the settings to make sure that QuickBooks Desktop has general permissions.

Once you have successfully configured the anti-virus settings, launch QuickBooks again and send your payroll data. Then, try to process the direct deposits and ensure that the QuickBooks payroll service server error is addressed.

Conclusion

We hope this detailed guide has helped you navigate through the QuickBooks payroll connection error with ease. However, if you are stuck while performing the resolution process or these solutions are ineffective in fixing the error, you can get immediate assistance from our QB support team at +1 833-802-0002 to fix the error.

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