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:
- 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.
- 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:
- Enroll in the federal Electronic Tax Payment System (EFTPS).
For the detailed steps to enroll, see Electronic Tax Payment System (EFTPS) Enrollment.
- 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:
- 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.
- 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.
How much do these services cost?
E-File and E-Pay are free, and are only available to QuickBooks Desktop Payroll Enhanced subscribers.
What are the requirements for E-File and E-Pay?
To participate in E-File and E-Pay, you must have:
- Supported version of QuickBooks Desktop
- Active Quickbooks Desktop Payroll Enhanced Service subscription
- Login credentials required by the receiving agency of the form or liability
In addition, the tax form or payment liability you plan to submit through E-File or E-Pay must be supported in QuickBooks Desktop.
What forms and liabilities are supported for E-File and E-Pay?
E-File and E-Pay are supported for the following forms and liabilities in QuickBooks Desktop:
- Federal Forms 940, 941, and 944
- Federal 940 and 941/944 Payments
- Federal Forms W-2 and W-3
- Selected State Taxes and Forms
Are my e-payments sent automatically after I run a payroll in QuickBooks Desktop?
No. When a liability is due, you must submit your e-payment in QuickBooks Desktop.
Will I receive notifications about my e-payments?
You will get an email to confirm the submission of your e-payment.
To ensure that the payment or form is submitted to the agency in a timely manner, it's important to check the status of the e-payment or e-filed form after it's submitted.
That way, you'll have time to handle any issues that may come up.
How long does it take to complete an e-payment?
Processing times vary from agency to agency.
Some tax agencies can take from 24 to 48 hours or longer to process electronic forms or payments, while others process e-payments immediately.
Can I make a custom or unscheduled electronic payment?
No, QuickBooks Desktop does not allow you to create an unscheduled electronic tax payment.
However, you can create an unscheduled Liability Check to record a payment not made through E-Pay.