QuickBooks Form 941 eases up the burden of filing Form 941 to the IRS for tax compliance. You can effortlessly file your form and pay federal or state taxes with the help of QuickBooks Desktop. Form 941 is an Employer’s Quarterly Federal Tax Return paid by non-agriculture businesses that owe more than $1000 in taxes, including Medicare taxes and Social Security. Also, whether you use QBO, Desktop, or Enhanced payroll, all of them support this service. Refer to this article for an easy approach to file QuickBooks Form 941 in QB.

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Frequency of Federal Tax Payments through QuickBooks Form 941

In accordance with the Internal Revenue Service, Employers can make this deposit semi-weekly or monthly.

1. Semi-Weekly Payers: If you deposit the federal taxes semi-weekly and get paid on Wednesday, Thursday, or Friday, pay your taxes the next Wednesday. Alternatively, if you get your paychecks on Saturday, Sunday, or Monday, pay your taxes the subsequent Friday.

2. Monthly Payers: If you make monthly deposits, you must pay your federal taxes by the 15th of the following month. The taxes are due on the next business day if the 15th falls on a weekend or a federal holiday.

Check the table to know if you are a semi-weekly or monthly depositor:  

Monthly

Businesses who reported less than $50,000 in taxes during the look back period

Semi-Weekly

Businesses who reported more than $50,000 in taxes during the look back period

How to file QuickBooks Form 941? Step-by-Step Guide for QuickBooks Online

The steps to file your federal tax form 941 require completing your payroll tax table, making e-payments and then filing the form to send to the tax agency.

1st Step: Settle the Payroll Taxes

Most importantly, your tax tables must be updated to the latest and completed by the date required to fill out the form.

2nd Step: E-Payment of Federal Tax

  • Open your QB and click Taxes, followed by Payroll Tax.

  • Move to the Payments button and view the list of Current Due Taxes in the Action Needed Window. (Coming Up window contains the taxes which are due soon)

  • Open the particular tax that needs to be paid by applying the filter.

  • Tap to Pay.

  • Choose the correct Bank Account for Payroll from the Chart of Accounts.

  • Confirm your payment date. You may also choose any alternative payment data.

  • Finish the step by hitting the E-Pay option.

  • After that, you can view this transaction in your Payment History.

Tip: Maintain appropriate funds in your account to make the deposit.

3rd Step: Tax Form 941 E-filing

You can be tension-free as QB will inform you when your form is due. Your job is to ensure that you pay them in a timely manner using your QB desktop.

  • Navigate to the Taxes tab in QuickBooks and press Payroll Tax.

  • Click the Filings button.

  • Again, look for the Action Needed section, where your due forms are listed. The forms that are due soon can be viewed in the Coming Up Window.

  • Choose the form required to file- Form 941 and then hit on File.

  • Tick-mark the box File Electronically and tap Submit.

  • Preview your filed form under the Done option.

  • You may now print your form if required.

4th Step: Print your E-filed Form

  • Login your QB online and head to the Taxes section.

  • Now click Payroll Tax, choose Forms tab, and then select Form 941.

  • Browse the page towards the end, click on the Print tab or icon, and receive your form’s hard copy.

If you use QuickBooks Desktop, then the process to file the federal form is given below.

How do you E-file Form 941 in QuickBooks Desktop Payroll?

Remitting taxes with QuickBooks Desktop requires similar steps to setting up payroll taxes, e-pay, and e-file form 941.

1st Step: Setup your Payroll Tax Tables and Enroll in EFTPS

Ensure your payroll tax tables are completed and updated to the latest release. In addition, register in the IRS EFTPS.

2nd Step: E-pay your Tax to the IRS

  • Enter the Employees tab and hit Payroll Center.

  • Select the Pay Liabilities option, then Pay Taxes & Other Liabilities.

  • Herein, choose the liability for payment and hit the View/Pay button.

  • Check the liability details for assurance.

  • Click the E-Pay option.

  • You’ll be directed to the EFTPS login window, where you can enter the 4-digit PIN and other login details.

  • Further, tap the Submit button.

  • You can take a print of the confirmation notice signed by Intuit.

3rd Step: E-file with Quickbooks Desktop

  • Hit the prompts: Employees > Payroll Tax Forms and W-2s > Process Payroll Forms. 

  • From the list of federal forms, choose 941 and tap Create Form. 

  • Now, select the period for which you are filing the form.

  • Check for Errors. 

  • Press Submit Form. 

  • On-screen prompts require you to enter the 10-digit IRS E-file PIN, and the instructions asked next.

*When filing a W-2 form, you don’t need a PIN.

  • In general, confirmation of forms filed is received in 1-2 business days.

  • Review your form status on the link- Check E-File or E-Pay Status on your desktop screen. 

4th Step: Print the form to maintain records

  • You can easily print your QuickBooks Form 941 by navigating to the Payroll Center.

  • Click on File Forms and then Filing History.

  • Next, select either Save Filings/E-filings.

  • And take a print of the federal form.

Conclusion

At times, filing QuickBooks Form 941 may seem quite a task. We did our best to help you accomplish your tax compliance with the U.S. Government by providing this detailed procedure for filing the federal forms. However, you can seek expert advice and call us at +1(844) 580-0110 for further information.