Learn about the QuickBooks Desktop E-File and E-Pay services and get answers to frequently asked questions.

With QuickBooks Desktop E-File and E-Pay services, you don't need to print and mail your payroll forms or checks to pay your payroll liabilities. With a few clicks in QuickBooks Desktop, you can send your forms and payments electronically to the appropriate agencies.

Set up federal forms 940, 941, and 944

Set up the e-file service for federal Forms 940, 941, and 944:

  1. Change the filing method of the form to e-file in QuickBooks Desktop.
    For detailed information about changing the filing method, see Set up your Federal Forms 940, 941 and 944 for e-file in QuickBooks Desktop.
  2. Enroll in the IRS E-File program.
    QuickBooks Desktop walks you through the IRS e-file program enrollment when you change your filing method.

If you are already enrolled and have e-filed your Federal Forms 940, 941, and 944 before, you can skip the enrollment and begin e-filing your forms in QuickBooks Desktop.

For more information, see E-file 940, 941, and/or 944 Federal Forms in QuickBooks Desktop.

Note Each December, the IRS stops accepting e-filed forms as they prepare for the new year. Any forms you e-file at that time are held, and sent once the IRS comes back online.

Federal payments for 940 and 941/944

Set up payments for federal Forms 940 and 941/944:

  1. Enroll in the federal Electronic Tax Payment System (EFTPS).
    For the detailed steps to enroll, see Electronic Tax Payment System (EFTPS) Enrollment.
  2. Set up E-Pay for Forms 940 and 941/944 tax payments in QuickBooks Desktop. For step-by-step assistance in setting up these payments, see E-Pay 940 and 941/944 in QuickBooks Desktop.

If you have made e-payments for Forms 940 and 941/944 before, either using the EFTPS website, EFTPS phone system, or through other channels, you don't have to re-enroll.

Federal Forms W-2 and W-3

Setting up E-File for federal Forms W-2 and W-3 lets you conveniently e-file these forms in QuickBooks Desktop rather than printing Copy A of your W-2s and submitting the printouts to the Social Security Administration (SSA).

E-filing is easy and doesn't require you to enroll through SSA.

For more information about setting up E-File for Forms W-2 and W-3 and e-filing these forms, see E-file W-2 and W-3 in QuickBooks Desktop.

Supported State Taxes and Forms

To set up E-File and E-Pay for supported state taxes and forms:

  1. Find out if you have to enroll with your state tax agency.
    Each state has different requirements, so, depending on your State, you may be required to enroll with a State Tax Agency. When you enroll, you'll get login requirements to e-file or e-pay your state forms and taxes in QuickBooks Desktop.
    For more information, see State enrollment to e-file State forms and e-pay State taxes.
  2. Change the filing and payment method of your state forms and taxes in QuickBooks Desktop.

Once you set up E-File and E-Pay for your state forms and taxes, e-filing and e-payment requirements depend on the state.

You can e-file tax forms and make e-payments together for the following state taxes:

  • Connecticut Unemployment Insurance
  • Florida Unemployment Insurance
  • Indiana Withholding
  • Mississippi Withholding
  • Nebraska Unemployment Insurance
  • Ohio Unemployment Insurance
  • Utah Unemployment Insurance
  • Virginia Unemployment Insurance

To e-file these state tax forms and e-pay these state tax liabilities together, see the detailed steps in E-file State tax form and e-pay State tax liability together in QuickBooks Desktop.

For all other state taxes, you must e-file state forms and e-pay state taxes separately. For more information, see E-file State forms & E-pay State taxes separately in QuickBooks Desktop.

Questions and answers about the E-File and E-Pay services

Review the following sections for answers to frequently asked questions about the E-File and E-Pay services.