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Get answers to your payroll tax payment and filing questions

SOLVEDby QuickBooksQuickBooks Online Payroll21Updated 2 weeks ago

Learn about common tax payment and form filing questions for QuickBooks Online Payroll Core, Premium, and Elite.

Making your payroll tax payments and filing the necessary tax forms on time is an essential part of keeping you in compliance with the IRS and state agencies. We’ve gathered a list of the most common tax payment and tax form filing questions to help you have a successful end of the payroll quarter. 

Some of the answers depend on if you have automatic tax payments and filings turned on or off in your QuickBooks Payroll product. If you aren't sure, check your automatic tax payments and form filing status.

Don't know which payroll service you're using? Find out which payroll service you have.

Payroll Tax Payments

If you have automatic tax payments turned on

We make your tax payments for you as long as you’ve completed your payroll setup and your electronic services are activated. 

If you have automatic tax payments turned off

  1. Go to Taxes and select Payroll Tax.
  2. Select Payments.
  3. Select Make Payment.
  4. Follow the on-screen steps to complete your tax payment.

If you need more info, see Pay and file payroll taxes online

For electronic tax payments, you’ll need to make sure your payroll setup is complete. 

  1. Go to Payroll, then select Overview.
  2. Complete any To Dos related to: 
    • Missing state account numbers
    • Missing state tax rates
    • Verifying your company bank account
    • Authorizing Intuit as a third-party payer with your state

If your To Dos are complete, some states may take several weeks to activate electronic payment and filing services. Contact us to confirm your account status.

If you made a tax payment outside of your payroll product (through a federal or state agency website), you’ll need to manually enter the payment so it’s recorded in QuickBooks and will no longer show as due.

  1. Go to Taxes, then select Payroll Tax
  2. Select Payments
  3. Select Mark as paid
  4. Select one of the following:
    • Yes, mark paid if you don’t want to record it in your QuickBooks ledger. 
    • No, record manually if you want to record it in your QuickBooks ledger.

QuickBooks calculates your tax payments based on tax rates and paychecks you’ve processed that are dated within the tax liability periods assigned to you by the IRS and state agencies.  

You can confirm the amount of taxes accrued in a payroll details report using your tax liability period as the date range.  

  1. Select Reports, then scroll down to Payroll.
  2. Select Payroll Details.
  3. On the date range, select Custom
  4. Enter the dates to match your liability period. 
  5. Review the report to make sure all paychecks are there, and review the employee and employer tax amounts. 

We recommend having the money to cover your payroll taxes in your bank account at the time you submit each payroll to prevent any issues.

You can delay your tax payments up to your due date. You can’t change how frequently you pay them since that is determined by the IRS and state agencies. 

To delay your tax payments up to your due date:

If you have automatic tax payments turned on

  1. Select Settings, then Payroll Settings.
  2. In the Taxes and Forms section, select Edit. 
  3. Select Later to push out your tax payments. 

If you have automatic tax payments turned off

  1. Select Taxes, then select Payroll Tax.
  2. Select Payments
  3. Select Make Payment
  4. Select Later to make the tax payment on the due date.

If you have automatic tax payments turned on

Contact us for help with the pending tax payment. 

If you have automatic tax payments turned off

You may be able to delete the pending tax payment

If you can’t delete the payment, you can cancel your plan or change your bank account once the payment is processed. 

Payroll tax forms

If you have automated tax filings turned on

We make your tax filings for you as long as you’ve completed your payroll setup and your electronic services are activated.

If you have automated tax filings turned off 

  1. Go to Taxes and select Payroll Tax.
  2. Select the Filings tab.
  3. Follow the on-screen steps to complete your tax filing.
    Note: Automatically filed forms aren't listed. Select Archived forms and filings to view a copy of the forms after they've been filed.

Learn more about how to pay and file payroll taxes online.

To view the your previously filed tax forms:

  1. Go to Taxes then Payroll Tax.
  2. Select Filings.
  3. Select Archived forms and filing and select the type of form you want to save or print.

For electronic tax filings, you’ll need to make sure your payroll setup is complete. 

  1. Go to Payroll, then select Overview.
  2. Complete any To Dos related to: 
    • Missing state account numbers
    • Missing state tax rates
    • Verifying your company bank account
    • Authorizing Intuit as a third-party payer with your state

If your To Dos are complete, some states may take several weeks to activate electronic payment and filing services.  Contact us to confirm your account status.

Payroll tax forms are generated from paycheck info dated in that quarter. Review your paychecks to see if there are any errors. Use the reports inside QuickBooks Online to help you:

  1. Go to Reports then scroll down to Payroll.
  2. Select a report like Payroll Summary or Payroll Details.
  3. Change the date range to reflect the quarter you are creating forms. 
  4. Review the reports to determine if there are any paycheck errors.

Learn more about how QuickBooks populates the 941.

If you have automated tax filings turned on

You can view the forms we filed for you approximately 35 days after the end of the quarter.

  1. Go to Taxes then Payroll Tax.
  2. Select Filings.
  3. Select Archived forms and filing and select the type of form you want to save or print.

If you have automated tax filings turned off 

You can start filing prior quarter forms as soon as the quarter is over.  However, some tax forms may not be available to file in QuickBooks Online right away. Check back daily to see when your state form is ready.

Payroll tax payment and form issues

There are lots of reasons why your tax payment form was rejected, including incorrect account numbers, timing and amounts.  If your form has been rejected contact us for support.

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