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Using T4A and T5018 forms in QuickBooks Online

T4A and T5018 forms are used to record payments made to subcontractors during either the previous fiscal or calendar year.

The T4A form is a record of what you paid to a subcontractor during the previous calendar year. T4A forms must be filed with Canada Revenue Agency (CRA) on or before the last day of February after the applicable calendar year. You'll also need to provide copies of the T4A to your suppliers.

The T5018 form is a record of what you paid a subcontractor for construction services during the previous calendar or fiscal year. The T5018s and T5018 Summary must be filed with the CRA on or before the date that is six months after the end of your calendar or fiscal year. You may also provide a copy of the T5018 slip to each subcontractor, but it’s not mandatory.

Once you’ve identified which suppliers need to receive T4A or T5018 forms, you’ll want to make sure they’re set up to have QuickBooks track eligible payments made to them.

Consult your accountant or CRA if you're not sure if a subcontractor should receive a T4A or T5018 form.

Setting up a new supplier

1. Select Suppliers from the Expenses menu.
2. Select the New Supplier button in the top-right.
3. Enter all necessary supplier information. Ensure the first and last name align with the legal or trade name used by the business.
4. Select Supplier Type (Individual or Business).
5. Select tracking for T4A, T5018, or Do not Track. By default, Do Not Track is selected.
6. Select Save.

Adjusting an existing supplier

1. Select Suppliers from the Expenses menu.
2. Select an existing supplier.
3. Select Supplier Type (Individual or Business).
4. Select the T4A or T5018 option.
5. Select Save.

You can also adjust multiple suppliers using the Batch Actions feature from the Suppliers page.

Filing T4A and T5018 forms

Now your T4A and T5018 forms are ready to be EFILED. We’ve created a feature to help you prepare and export your slips for the filing process.

To EFILE your T4A forms from QuickBooks Online you must have a Business Number and a Web Access Code.

Note: If you are filing more than 50 T4A slips, the CRA requires you to file electronically. You can file electronically directly on the CRA website.

Visit the CRA for more information and the EFILE process and support options.

1. From the Suppliers tab under Expenses click the Prepare Tax Slips button from the upper-right corner. Note that you can exit the feature at any time and it will automatically save what you’ve done and allow you to resume where you left off.
2. Select the type of forms to prepare. You can prepare both if necessary, but you can only prepare one type of form at a time.
3. Select the time period. If you’re selecting the T4A forms, you’ll prepare the forms based on the calendar year. If you want to prepare the T5018 forms, you can choose between past calendar or fiscal year. options.
4. Confirm your company details on the next page and adjust as needed for filing.

Your business number must adhere to the following format:

  • 000000000RP0000 (for T4As)
  • 000000000RZ0000 (for T5018s)
  • filer contact information must contain the contact details of the person who is filing the forms

5. Select the correct account you used to make payments to your contractors.
6. Review the details of payments made and click on the amounts if you’d like to see more details. This takes you to the detail report in the reports section outlined below. Click back at any time to return to the list view. You can un-check contractors you do not want to file forms for in this step.

7. Ensure that your contractor details are correct. If not, update them in the Supplier profile.

When using this filing feature for the first time you’ll need to update the Supplier Type for your contractors if you haven’t already done so:

  • individual contractors’ social insurance number must be 9-digits in length
  • business contractors’ business number must contain:
    • the 9-digit business number
    • a 2-letter program identifier code
    • a 4-digit reference number

8. Now you’re ready to EFILE. You’ll need your 6-digit transmitter number. If you do not know what it is, use the default number 555555.
9. Download the XML file and visit the CRA portal to EFILE.

You can also download the slips for your records and later distribute the copies to your contractors.

10. Save all the files at the end, as the next time you use this feature it will start from the beginning.

Verifying contractor payment amounts with a Detail report

The T4A Detail or T5018 Detail report provides the individual payment details for each supplier being tracking. Each form has its own individual report.

1. Select Reports from the left-hand menu.
2. Scroll down and identify the Expenses and Suppliers section.
3. Select the T4A Detail or T5018 Detail option.

Note the following:

  • the T4A Detail report defaults to the last calendar year period, where the T5018 Detail report defaults to the last fiscal year. You can change the dates under the Report period.
  • use the Contractor filter option to view information that pertains to specific contractors
  • ensure Box 48 (for T4A slips) and Box 22 (for T5018 slips) amounts are correct by selecting the correct accounts that contractor payments were recorded under. To do so, select the Customize button, expand the Filter section, and select the correct accounts under Account.

Reviewing contractor tax slip information

The Contractor Info report provides a list of all the contractors you are tracking. There are separate reports for each form type. You’ll use this information to populate each T4A or T5018 slip.

1. Select Reports from the left-hand menu.
2. Scroll down and identify the Expenses and Suppliers section.
3. Select the T4A Contractor Info or T5018 Contractor Info option.

If you’re using the T4A Contractor Info report, create T4A slips for your contractors using the displayed contractor information and the column Box 48 Amount.

If you’re using the T5018 Contractor Info report, create T5018 slips for your contractors using the displayed contractor information and the column Box 22 Amount.

You can also use this information to fill in the T4A Summary Slip or the T5018 Summary Slip and submit to CRA.

Note the following:

  • if the selected report is missing any contractor information, contact the contractor directly to obtain the missing details needed for a T4A or T5018 slip submission
  • the T4A Contractor Info report defaults to the last calendar year period. The T5018 Contractor Info report defaults to the last fiscal year. You can change the dates under the Report period.
  • you can use the Contractor filter to view information that pertains to specific contractors
  • ensure Box 48 (for T4A slips) and Box 22 (for T5018 slips) amounts are correct by selecting the correct accounts that contractor payments were recorded under. To do so, select the Customize button, expand the Filter section, and select the correct accounts under Account.

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