Paying taxes on time is the biggest relief for any individual or organization. QuickBooks users can proceed with the e-filing of the QuickBooks Form 941. In this guide, we will cover everything that requires your attention. Form 941 is not merely a simple form; it has some eligibility requirements. For example, your business must be non-agricultural with a debt of < $1,000 in total federal taxes.
This guide on QB Desktop Form 941 covers the latest information on filing the tax form 941, guidelines, and how to correct any mistakes using Form 941-X.
Guidelines to E-pay Your Taxes Using Form 941 in QuickBooks Desktop
- We would like to inform you that while you proceed with e-paying your tax, the state agencies and IRS may take different processing times.
- You are required to pay your tax up to 5 business days before your due date.
- Enrol in the Electronic Federal Tax Payment System
- If you are using the IRS-authorized tax payment software, you can set recurring charges for the balance due, and you can use this under the balance of $2,500.
- Make sure to keep your EFTPS login credentials safe and secure.
See the table to know whether you are a semi-weekly or a monthly depositor.
Table 1.
| Deposit schedule | Threshold for each deposit schedule |
| Semi-Weekly | Those businesses that are reported < $50,000 in taxes during the lookback period |
| Monthly | For the businesses that reported > $50,000 in taxes during the lookback period |
Learn to set up e-file and e-pay in QuickBooks Desktop Payroll.
Step 1: Set up federal e-file and e-pay
In this step, we will make sure to set up for Federal e-file and e-pay in QB Desktop. It is self-explanatory that paying federal taxes on time is necessary to avoid tax penalties.
You can file your Form 941 electronically using the QuickBooks Desktop Payroll Enhanced version. There is no other method faster than e-fining.
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Step 2: Enrol in the IRS Electronic Federal Tax Payment System
This enrolment is once-in-a-lifetime. In case you are not sure about your enrolment account, you need to contact +1(866)500-0076 to get the confirmation.
There are two cases to confirm:
- If your business was started after 2011, and you are not sure about the enrolment, contact the experts.
- In case you started your business before 2011.
- Visit the EFTPS.gov and click on the Enrolment tab.
- Proceed with the on-screen instructions and submit your enrolment number.
- You will receive your PIN and enrolment number via mail within 7-10 business days.
Note:- If you are in a decision to make your tax payment before you even receive your PIN and enrolment number, contact +1(866)500-0076. If the information matches IRS records, the agent will allow your payment. You won’t be getting a PIN number due to security reasons.
When you get your EFTPS 4-digit PIN:
- Visit the EFTPS.gov website.
- Click on the Login tab.
- Enter the details required and carry on with the instructions to create your password.
Details
- EIN
- 4-digits EFTPS PIN
- Bank account
- Last eight digits of your enrolment number.
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Step 3: Set up your automatic tax payments to e-pay
- Click on Employees and select Payroll Taxes & Liabilities.
- Click on Edit Payments Due Dates/Methods.
- Choose Schedule Payments and select Federal 941.
- Click on E-pay in the Edit Pavement Schedule.
- Choose your payment frequency.
- Click on E-pay accounts and choose your account type.
- Now, confirm your bank account info and click on Finish.
Step 4: Enrol in the IRS e-file program
- Click on Enrolments in the Filing Methods screen.
- Click on IRS and select Edit.
- Follow the on-screen instructions and verify your details:
- Your EIN number
- Company’s legal name
- Email Address
- Phone Number
- Click on Next and then Send Information.
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Create and print your payroll taxes and forms manually in QuickBooks Desktop Payroll.
Learn how to prepare and print payroll tax payments and forms in QB Desktop Payroll. You can file them manually with the IRS and state agencies.
Create and print your payroll tax payment
Step 1: Set up a scheduled payment
- Click on Employees and select Payroll Taxes and Liabilities.
- Click on Edit Payment Due and select Schedule Payments.
- Now, choose the state tax you want to schedule and click on Edit.
- Click on Check from the Payment method option and enter your state account number.
- Click on your Payment Frequency.
- Repeat steps 3-4-5 for each state tax.
- Once you are done with this process, click on Continue.
- Choose the bank account you would use in tracking payments in your QuickBooks application and click on Edit.
- To inform you, the bank account must match the registered one you use with the IRS and state agencies.
- Finally, click on Finish.
Step 2: Create and print your tax payments
- You can record the payment in your QuickBooks application for federal tax payments.
- Click on Employees and select Payroll Taxes and Liabilities.
- Choose Pay Scheduled Liabilities and select the tax that you wish to pay.
- Click on View/Pay and review your taxes and amounts due.
- Click on Save and Close the program.
- Finally, click on Print Checks.
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File a corrected Federal Form 941 in QuickBooks Desktop Payroll.
Step 1: You need to identify the form first.
First step, file an amendment form if you find an error
- Click on Taxes and choose Payroll Tax.
- Click on Quarterly Forms.
- Select Quarterly Tax Forms and 941 as filters.
- Click on View
- And click on the Printer icon.
In case you are not able to get access to the form, you need to contact QuickBooks online support at +1(866)500-0076.
Check your E-pay and E-file Status of QuickBooks Online Form 941
For QuickBooks Online Payroll
Once you find your tax filings through QB Online Payroll, you will receive an email confirmation.
In case you do not get it, use these steps to get the status:
- Click on Taxes and select Payroll Tax.
- Select the filing and then filter to choose the form or report that you would like to see.
- In case you did not find your filing under your screen, click on Archived forms and filings.
Tax Filing Statuses
- Not Transmitted: Even if you did your part, but it was not sent to the IRS, state, or local tax institution.
- Transmitted: The form is sent to the tax institution, but the tax authority has still not processed it. However, to inform you, the IRS usually processes forms within a few weeks.
- In Agency or Sent to Agency: It means the tax authority (IRS, State, or local) has received your forms, but it has not been processed or has not confirmed its acceptance.
- Accepted: The tax institution has received and accepted your 941 form.
- Rejected: Your form is rejected, and now, you need to review the rejection letter that the tax institution has mailed.
QuickBooks Desktop Payroll Enhanced
- Click on Employees.
- Select Payroll Center and click on File Forms.
- Click on E-filings under the section Filing History.
- If the status is not getting updated, navigate between the Saved Filings and E-filings tabs.
- In the Audit Trail section, click on the View link for more details.
Statuses
- Submit to Intuit: Since you are working on QB Desktop, will your e-payment or e-filed form be submitted to Intuit?
- Intuit Rejected: Intuit has rejected your Form 941 due to issues with the details. Also, it could be due to an unstable server connection.
- Submitted to the Tax Agency: Your Form 941 is sent to the IRS, state, or local tax institution.
- Agency rejected: The tax authority has rejected your e-filed form or e-filing payment.
- Agency accepted: The agency has successfully processed your e-filed form or your e-payment. Your transaction is completed.
Conclusion
Thanks for being with us so far! We have covered the most important and necessary information on the QuickBooks form 941 to assist you with your on-time payment. Tax Form 941 is for non-agricultural businesses with $1,000 debt of $1,000 or less in debt. Go through the guidelines in this blog post, which would make your path easy to file your e-tax filing.
Talk to our senior QuickBooks specialist at +1(866)500-0076 if you are looking for assistance in filing your e-tax form 941.
Frequently Asked Questions
1. What is IRS Form 941?
The IRS Form 941 is the federal tax form for employers to report income taxes, Medicare tax, and Social Security tax. Using Form 941, employers can pay their part of Social Security and Medicare taxes.
2. What type of taxes can I report on Form 941?
You are allowed to report your federal income tax that was withheld from your employees’ wages, including social security and Medicare taxes.
3. Who can fill out the IRS Form 941?
If you are an employer that are subject to income tax withholding, Medicare tax, or Social Security tax. You can pay Social Security and Medicare tax if you pay a household employee $2,800 or more in the year 2025. For the election part, if you pay an election worker $2,400 or more in 2025, you are required to use tax form 941.
4. Where can I file IRS Form 941?
If you are using accounting software QuickBooks, you can use it to e-file your tax return or use the IRS e-file system. Apart from this, you can use a paper return form to pay your tax.
5. What sections are included in the tax form 941?
You will find the following sections in the Form 941:
- Section 1: Wages, tips, and, if you have the option, compensation
- Section 2: Quarterly tax liability
- Section 3: Your business details
- Section 4: Any third-party designer
- Section 5: Signature
6. Can I amend a previously filed Form 941?
If you faced an error after you filled out the IRS Form 941, you can use Form 941-X to make any corrections.