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Pay and file payroll taxes and forms electronically in QuickBooks Online Payroll

SOLVEDby QuickBooks830Updated January 04, 2024

Learn how to pay and file your 941, 944, 943, 940, state, and local taxes using QuickBooks e-pay and e-file.

With QuickBooks Online Payroll, you have the flexibility to choose how you want your payroll taxes and filings handled

This article explains how to pay and file your federal (941, 944, 943, 940), state, and local taxes if you’re set up to do them electronically (e-pay and e-file) in QuickBooks. 

Step 1: Complete your tax setup

Before you can e-pay or e-file payroll taxes using QuickBooks, make sure you complete your payroll tax setup. If you're all set up, skip to step 2.

Step 2: E-pay your taxes

We’ll send you emails when your taxes are coming due.

When e-paying your taxes, keep in mind the IRS and state agencies have different processing times. You may need to e-pay them up to 5 business days in advance of the due date. 

Note: You'll need to make sure sufficient funds are available when your payroll taxes are due and to create the tax payment.

  1. Go to Taxes, and select Payroll tax
  2. Select Payments.
  3. You’ll see a list of taxes due now under Action Needed. Taxes due later will show in Coming Up. You can select Filter to find the specific tax you want to pay faster. 
  4. Select Pay on the tax you want to pay. Note: You can make late payments to the IRS, but some states will block you. You may need to contact the state to make the payment.
  5. Make sure the Bank Account is the correct payroll account (from your chart of accounts)  in QuickBooks (this doesn’t impact the actual bank account you use). 
  6. Review your payment date. You can select a different date if needed. 
  7. Select E-pay
  8. To review your payments made, select Payment History.

Note: If you need to record a tax payment you made outside of QuickBooks, see Record prior tax payments.

Step 3: E-file your tax forms

941 and state unemployment tax forms are typically due each calendar quarter. The 943, 944, 940 and some state withholding tax forms are due at the end of the year. We’ll send you reminders when these are due.

Note: You’ll e-pay and e-file some taxes and forms at the same time, like state unemployment, in Step 2.
  1. Make sure you paid all taxes related to the form you want to file (see Step 2). 
  2. Go to Taxes, and select Payroll tax.
  3. Select Filings
  4. You’ll see your forms to file under Action Needed. Forms due later will show in Coming Up. You can select Filter to find the specific form you need faster. 
  5. Select File on the form you want to file. 
  6. Make sure the File Electronically box is selected.
  7. Select Submit
  8. You can see your filed form under Done and print it if needed. 

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