Pay and file payroll taxes and forms electronically in payroll

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 choose how you want to handle your payroll taxes and filings. This article shows you how to pay and file your federal (941, 944, 943, 940), state, and local taxes if you’re set up for electronic payments and filings in QuickBooks.

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Automate your payroll taxes and make managing your team easier with QuickBooks Payroll.

Prerequisites

Before you can e-pay or e-file payroll taxes using QuickBooks, make sure you complete your payroll tax setup.

Step 1: E-pay your taxes

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

When e-paying your taxes, the IRS and state agencies have different processing times. You may need to e-pay them up to 5 business days before 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 before the processing deadline 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, refer to 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.

1. Make sure you paid all taxes related to the form you want to file (see Step 1). 
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. 

Past form missing? Remember to file your forms on time. If you don't see it, you may have missed the deadline. To get your payroll details, run the Payroll Summary or Payroll Tax and Wage Summary reports.

Related links

• View or print your previously filed tax forms and payments
• Print your W-2 and W-3 forms
• Send in your payroll tax notice
• Run payroll reports