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A QuickBooks payroll direct deposit is a feature that allows businesses to transfer employee wages and contractor payments directly into their bank account, without depending on paper checks. It automates the process of paying your team, ensuring timely, accurate payments by calculating and depositing funds directly into their accounts, with employees able to view their pay stubs online through QuickBooks Workforce. 

The only requirements are that the accounts must be United States accounts and accept ACH transactions. To get started, you must set up direct deposit in QuickBooks Payroll and begin processing payments automatically. Explore this guide to learn how to process automatic transactions; let’s take a deep dive into this blog.

Let’s Set Up Payroll Direct Deposit in Both Desktop & Online Versions

To process the QuickBooks same-day direct deposit to your employees or contractors directly to their bank accounts, as previously discussed, you must set up and initiate QuickBooks Payroll direct deposit. 

The steps below cover detailed steps on how to set up the company file, get an authorization form, set up the direct deposit for employees, and finally process a deposit. So, let’s get started: 

1. Set up your company payroll 

For QuickBooks Payroll direct deposit, you must set up your company file first for better security and an enhanced employee experience. This way, you don’t have to gather all the information separately. Proceed with the steps below and prepare your company file for the direct deposit: 

a. Gather your business, bank, and principal officer info

You will need to do the following to set up the direct deposit: 

• Business name, address, and EIN
• Principal officer’s Social Security number, birth date, and home address
• Online bank credentials, or your company’s bank routing and account numbers
• Employees’ or contractors’ bank account info 

Read More – QuickBooks Online Backup

b. Connect your bank account

QuickBooks Online Payroll

• Follow this link to perform the steps in the QB product. 
• Select Let’s go under Connect your bank.
• Hit Get started.
• Select Edit from Business. 
• If there is any missing information, add it, including your federal tax ID number. Then, select Next.
• Add your Principal Officer name, address, date of birth, and Social Security number, then select Next.
• Choose Add new bank account.
• Look for your bank name. You might be asked to enter the online banking user ID and password. Otherwise, click on Enter bank info manually. Enter the routing and account number, then click on Save.
• Hit Accept and Submit.
• If there’s a need to change the existing payroll bank account, check out Change your payroll bank account.

Note: When updating the bank information, you might need to enter a code that you will receive on your mobile number to save the changes.

QuickBooks Desktop Payroll 

• Launch QuickBooks, then sign in using the QuickBooks admin username and password.
• Navigate to Employees at the top.
• Select My Payroll Service, then Activate Direct Deposit.

• Hit on Get Started. If you don’t see the Get Started option:
  • Click I’m the admin, and I’m the primary person who can…, then enter the admin email address or user ID. 
  • Select Continue.
  • Type the email address or User ID with the password for the admin Intuit account and select Sign in. If you are a new user or do not have an Intuit Account, select the Create an account link.
• Note: If you have already signed into the Intuit Account somewhere else in QuickBooks, you won’t see this screen.
  • Hit on Get Started.
• Go to the Business tab and select Start. Fill in the information and select Next. 
• Enter the Principal Officer’s info and click Next.
• Click Add new bank account.
• Type the name of your bank and the online banking credentials, or you can enter the bank routing and account numbers. 
• Create a PIN. This will be used each time you send a payroll to Intuit. Confirm the PIN twice and select Submit. 
• Select Next, then click Accept and Submit.
• When prompted, make sure the Principal officer’s full Social Security number is entered and select Submit. 

You will see the following messages on the screen: 

• Your bank account is connected. It means you are all set to pay your employees via direct deposit in QuickBooks Desktop right away. Check step 4: Set up your employees’ bank account info and continue. 
• Thank you for signing up for QuickBooks Direct Deposit. Wondering what’s next to activate direct deposit? It means you need to perform a few more steps to connect the bank account. Check Step 3: Verify your bank account.

c. Verify your bank account (if you couldn’t connect instantly)

If you aren’t able to connect your bank instantly, Intuit will ping your account with a test debit of less than $1.00. To authorize this, you will need to enter the amount and process the payroll transactions. This may take up to 2 business days for the amount to be debited. 

d. Set up your employees’ direct deposit

To start paying your employees via direct deposit, you must set up their direct deposit accounts and process their pay.  

2. Get a direct deposit authorization form

A QuickBooks Payroll direct deposit form and voided check serve as a legally binding agreement that grants permission for an employer or agency to electronically deposit funds into an employee’s or recipient’s bank account, and it will be a way to share the bank information as well. 

a. QuickBooks Online Payroll 

Your employees may be able to add their information independently if you use QuickBooks Online Payroll and have access to the QuickBooks Workforce web portal. 

To get your direct deposit information by paper: 

• Follow this link to finish the steps in your QB product.
• Select Fillings, then click on Employee Setup.
• Select Bank Verification next to Authorization for Direct Deposit.
• Click on View.

b. QuickBooks Desktop Payroll 

To get the Intuit QuickBooks payroll direct deposit form, obtain a voided check or specific info, such as bank account and routing number, directly from your employee. This voided check is the only record you have; no need to submit it to QuickBooks Desktop. It will be used for the information and bank details only.

3. Add direct deposit to your employees

Finally, let’s process the direct deposit to your employee’s account in the section below: 

a. QuickBooks Online Payroll 

• Follow this link to finish the steps in your QB product.
• Choose your employee from the list.
• Select Start or Edit from the Payment method. 
• Under the Payment method drop-down, select Direct deposit. If your employee hasn’t signed the direct deposit authorization yet, you can access the form to finish the deposit. 
• Select your preferred Direct deposit method (Splits can be done as a dollar amount or as a percentage.):
  • Direct deposit to one account
  • Direct deposit to two accounts
• Process the direct deposit with the balance as a check.
• Type the routing and account numbers from your employee’s direct deposit voided check and select Save.

b. QuickBooks Desktop Payroll 

If your employee’s bank asks that the account to process the QuickBooks payroll direct deposit should be tagged as a money market, make sure to update your employee that QuickBooks Desktop only accepts checking or savings accounts, so you can select Checking before processing.  

• Go to Employees at the top.
• Select Employee Center to open your employee list. 
• Choose the employee’s name you are processing the direct deposit to.  
• Navigate to the Payroll Info tab.
• Hit the Direct Deposit button.
• In the Direct Deposit window, choose Use Direct Deposit for [employee’s name].
• Select whether the paycheck should be deposited in one or two accounts.
• Enter your employee’s financial institution information, such as Bank Name, Routing No., Account No., and Account Type.
• If you choose to deposit to two bank accounts, enter the amount or percentage of the employee’s salary to be deposited into the first account in the Amount to Deposit field. The remaining amount goes to the second account.
• To save the information, click OK.
• Enter the direct deposit to finish the direct deposit when prompted.

Conclusion 

So, this is the end of this detailed guide where we have discussed how to set up or get started with QuickBooks payroll direct deposit in both Desktop & Online versions. This information should be very helpful in starting to process direct deposits, whether you use QuickBooks Desktop or the Online versions. 

If you get stuck somewhere or need help with something, connecting with QuickBooks professionals is recommended. Dial +1(866)500-0076 to talk to an expert now!

Frequently Asked Questions 

• Why is my QuickBooks payroll direct deposit not working?

Your QuickBooks payroll direct deposit may not be working due to incorrect or outdated employee bank details, a weak internet connection, an inactive payroll subscription, or an outdated QuickBooks software version.

• How does QuickBooks pay employees by direct deposit? 

To pay employees by direct deposit with QuickBooks, you must first enable the payroll feature and then add each employee’s bank routing and account numbers to their profile in the Employee section. When you run payroll, QuickBooks processes the direct deposit from your linked bank account and sends the funds to your employees’ bank accounts, taking one to two business days for completion. 

• How do I activate direct deposit in QuickBooks?

To activate direct deposit in QuickBooks, navigate to the Payroll section, activate the direct deposit feature for your business by providing your bank details and completing the verification process, and then enter your employee’s bank account information, potentially by having them fill out a direct deposit authorization form for you to upload or manually enter the details into QuickBooks. 

• Why is my QuickBooks payment not available for instant deposit?

Your QuickBooks payment may not be available for instant deposit due to an insufficient balance in your QuickBooks payments account, incorrect or improperly linked bank account details, a restriction on your bank account, or if the payment is still under review by QuickBooks for new users or large transactions. 

• How do I know if a QuickBooks direct deposit went through?

You can verify if a QuickBooks direct deposit went through by checking the confirmation report in the Items Received section after sending payroll, having employees use QuickBooks Workforce to view their pay stubs, and confirming the funds have been deposited into the employee’s bank account, which can take up to two business days.

Are you a new business owner or QuickBooks user looking for guidance on filing the unemployment tax return via QuickBooks Form 940?

Form 940 is the Employer’s Annual Federal Unemployment Tax Return, which means your contribution as an employer to the state unemployment funds. These taxes are not taken out of your employees’ paychecks. It helps the federal government monitor what’s going into unemployment programs across the country.

Below, we will learn more about the tax form 940, how to e-file, e-pay, and get a printed copy in both Quickbooks Desktop and QuickBooks Online. 

What is QuickBooks Form 940? 

If you are a business required to be subject to annual Federal Unemployment Tax Act (FUTA) tax, QuickBooks Form 940 is for you! The 940 is an annual federal tax form used to report wages subject to FUTA and taxes paid for it. This form is separate from the 941, 944, and 943 forms. 

Together with state unemployment tax systems, the FUTA tax provides funds for paying unemployment compensation to workers who have lost their jobs. IRS recommends businesses not collect or deduct FUTA tax from their employees’ wages.

This form is available and supported by all of our QuickBooks Online Payroll and QuickBooks Desktop Payroll products.

Create and Print Your Payroll Tax Payment with QuickBooks Form 940 (Desktop) 

The steps below will help you create and print the unemployment tax form 940 in QuickBooks Desktop. If you need help with tax filing, contact QuickBooks accounting experts at +1(866)500-0076. 

1. Create and print your payroll tax payment

Create and print an electronically paid payroll tax payment by following the steps below:

a. Set up a scheduled payment

Scheduled payments in QuickBooks help you keep track of when your payroll taxes are due so you don’t miss a payment. You can set up scheduled payments even if you can’t use e-payments in QuickBooks.

• Go to Employee and select Payroll Taxes and Liabilities.

• Choose Edit Payment Due Dates/Methods. 
• Hit on Schedule payments. 
• Select the state tax you are scheduling first and click Edit.  
• Choose Check under Payment method. 
• Type your state account number. 
• Select the Payment Frequency provided by the state agency to you. 
• Repeat steps 3-6 for each state tax.
• When done, click Continue.
• Choose the bank account you are tracking payments in QuickBooks and click Edit. This must match the bank account you used when registering with the IRS and state agencies.
• When done, click Finish.  

b. Create and print your tax payment

For Federal tax payments, you can record the payment in QuickBooks. You’ll send the payment electronically through the IRS website. 

For state tax payments, you can create and print the check to send to the state agencies. 

• Go to Employees at the top. 
• Choose Payroll Taxes and Liabilities.
• Hit on Pay Scheduled Liabilities.

• Choose the tax you want to pay from the list, then click on View/Pay. Here, you can review the taxes and amounts due. 
• Select Save & Close. 
• Finally, click on Print Checks.

Read More – Print Form 1099 and 1096 in QuickBooks Desktop

2. Prepare and print your payroll tax forms

Did you pay your taxes and need a copy of your payroll tax form? Follow the steps below:

a. Pay or record all tax payments

Before preparing the tax form, ensure you pay all related taxes in QuickBooks; otherwise, you will see amounts due on the form. To learn how to create your tax payment and print the check, see the steps above. 

b. Prepare and print or save your payroll tax form

• Go to Employees at the top.
• Choose Payroll Tax Forms and W-2s. 
• Click on Process Payroll Forms.
• Choose the federal or state form you want to create from the list.
• Select Create Form.

• Under the drop-down, choose the Filing Period and click OK.
• Finish the Interview for your form.
• Fill in the sections highlighted in green and review any pre-filled information on the form.
• Click Next and review all pages of the form. 
• When done, click Check for Errors. 
• Now, QuickBooks will automatically identify any errors on the form. You will be required to resolve these before printing and saving the form.
• When you are ready to print and save your form, click Save as PDF or Print for Your Records. 
• Finally, click Save and Close.

c. Send the form to the tax agency

After filing and printing the form, review the instructions page to find out where to send your tax form. 

3. Create an SUI file

QuickBooks allows you to create an SUI file in QuickBooks instead of the quarterly tax form and upload it to the following state agencies:

Alabama, Colorado, Indiana, Massachusetts, Michigan, Minnesota, Mississippi, Missouri, Nebraska, New Hampshire, Ohio, Pennsylvania, South Carolina, Vermont

Here’s how to create an SUI file and upload it: 

• Go to Employees. 
• Choose Payroll Tax Forms and W-2s. 
• Hit on Create State SUI E-file.
• Click Continue twice.
• Under the Select State drop-down list, select your state.
• Hit on Get QuickBooks Data and OK. 
• Correct the errors and add any missing information to the file.
• Go to the Add-Ins tab.
• Choose the QuickBooks Payroll State SUI E-file drop-down.
• Click on Start Interview.
• Choose the I understand that I must review my data and answer the following questions option.
• Click Next. 
• Note down the file name and location. This is the file that you will be sending to the state. Then, select Next. 
• Answer the required questions and make sure all the information is accurate. 
• Click Next until you see the End of Interview window.
• Select Create State File, then OK. 
• Click Yes to save the Excel workbook to keep your records. You will not be sending this file to the state. 
• Locate the file QuickBooks saved for you in Step 8 and go to your state agency website to upload the file.

Read More – Print Your W-2 and W-3 Forms in QuickBooks

Pay and File Payroll Taxes and Forms Electronically in Payroll in QuickBooks Online 

Maintain compliance and avoid taxes when filing and paying Form 941 in QuickBooks Online by following the steps below.

a. E-pay your taxes

We’ll send you emails when your taxes are due. Remember

1. The IRS and state agencies have different processing times. E-payments may need to be submitted up to 5 business days in advance.
2. Ensure sufficient funds are available when payroll taxes are due, and create the tax payment on time.
3. If you made a tax payment outside of QuickBooks, see “Record prior tax payments” for guidance.

• Follow this link to complete the steps in the product.
• Choose Payments.
• A list of taxes due now will appear under Action Needed, and the Taxes due later will show in Coming Up. Choose the Filter to find the specific tax you want to pay faster. 
• Hit Pay on the tax you wish to pay.

Note: The IRS can accept the late payment, but some might block you. You might need to contact the state to make the late payment. 

• Make sure the Bank Account is selected, and correct the payroll account from the chart of accounts in QuickBooks. This won’t impact the actual bank account you use. 
• Review your payment date. You can choose a different date before the processing deadline if required. 
• Choose E-pay. 
• To review the payments that have been made, select Payment history.

b. E-file your tax forms

We’ll send reminders when tax forms are due.

1. 941 and state unemployment tax forms are due quarterly.
2. 943, 944, 940, and some state withholding forms are due at year-end.

Note: Some taxes and forms, like state unemployment, are e-paid and e-filed together in Step 2.

• Ensure all related taxes are paid before filing the form (see Step 1).
• Follow this link to complete the steps in the product.
• Go to Filings.
• Your forms will be listed under Action Needed, with upcoming forms shown in Coming Up. Use the Filter to quickly find a specific form.
• Select the File next to the form you want to file.
• Confirm the File Electronically box is checked.
• Hit Submit.
• You’ll see the filed form under Done and can print it if needed.

Missing a past form? Make sure to file on time. If it’s missing, you may have missed the deadline. To get your payroll details, run the Payroll Summary or Payroll Tax and Wage Summary reports.

Conclusion 

Filing QuickBooks form 940 allows you to contribute to the government’s unemployment programs to help those who lost their jobs until they get another opportunity, which isn’t deducted from your employees’ paycheck. The above steps help you stay compliant and avoid penalties.

However, if you require professional guidance, dial +1(866)500-0076 to connect with a QuickBooks ProAdvisor and consult on your issues. Talk to an expert now!

Frequently Asked Questions 

Where do I find Form 940 in QuickBooks?

Find the Form 940 in QuickBooks Online: 

• Go to Taxes > Payroll Tax.
• Select Annual Tax Forms under the Forms section.
• Click on the 940 link.
• Select View.
• Click Print on the ViewPdfForm page.

How to edit Form 940 in QuickBooks Online?

Here’s how to edit Form 940 in QuickBooks Online: 

• Go to Taxes > Payroll Tax.
• Select the Payments tab.
• Choose Record tax payments.
• Adjust the Date range > Details > Edit payment.
• Modify the tax payment and click Update payment.

How do I print tax forms from QuickBooks?

For QuickBooks users with a payroll subscription, the process of printing tax forms like W-2s and 1099s is integrated into the software. The specific steps vary slightly depending on whether you are using QuickBooks Online or QuickBooks Desktop. Explore our website for the specific tax form or tax payments. 

How do I contact QuickBooks support?

To contact QuickBooks support, please provide your personal information, such as your email or mobile number, on the Contact Us page. Or you can simply reach out to us on +1(866)500-0076. 

Can you electronically file 941?

Yes, you can file Form 941 electronically on the official IRS site as well as with your favorite payroll software, such as QuickBooks Desktop or QuickBooks Online.

Employers provide the W-2 and W-3 forms to individual employees, detailing overall income, deductions, taxes, and other important information. Accurate completion of these tax forms ensures the proper administration of payroll and tax systems for both employers and employees.

QuickBooks allows you to file both forms in all versions and easily print copies to share with your employees and the relevant administration.

In this guide, we will explore the importance of these forms, provide instructions on how to file them correctly, and offer step-by-step guidance on printing your W-2 and W-3 forms in QuickBooks. Let’s get started with this comprehensive guide.

An Overview of Tax Form W-2 and W-3 Forms

The W2 form is a Wage and Tax Statement issued by the employer to an employee at the end of the year. It states the total wages earned for the year, tax deductions, and other deductions from the paycheck. Issuing the W-2 form is important, as it enables employees to file their personal income tax return.

On the other hand, the W-3 form is a Transmittal of Wage and Tax Statements that is submitted by an employer to the Social Security Administration (SSA) and the Internal Revenue Service (IRS).

This tax form includes a summary of all the W-2 forms that the employer has issued to their employees. The W-3 form is important because it allows the SSA and the IRS to verify the information on the W-2 forms and ensure that taxes have been reported correctly.

Learn More – How to E-file QuickBooks Form 941

Learn How to Print Your W-2 and W-3 Forms in QuickBooks

Whether you use QuickBooks Desktop, Online, or a separate Payroll subscription, the following steps will guide you through printing the W-2 and W-3 tax forms. Continue below to share the tax details with your employees:

1. Buy W-2 paper (if applicable)

If your employee lost their tax form or didn’t get their original W-2 or W-3, you will need a copy of your records. Use the pain paper to take a printed copy, as in Step 2.

If you are printing and emailing official copies of W-2s to your employees from QuickBooks, consider purchasing W-2 paper to ensure accuracy and compliance with tax regulations. We recommend ordering W-2 kits (including W-2s and envelopes) through us to ensure the W-2s print correctly. 

• Visit QuickBooks Checks & Supplies.
• Click on Tax Products.
• Select Blank W-2 kits. 
• Follow the steps on your screen to finish the order. 
  • If you use QuickBooks Online Payroll or QuickBooks Desktop Payroll Enhanced or Standard, get 3- or 4-part perforated paper.
  • If you use QuickBooks Desktop Payroll Assisted, you’ll only get 4-part perforated paper.

Read More – Print Form 1099 and 1096 in QuickBooks Desktop

2. Print your W-2 and W-3

Print the tax form W-2 and W-3 in different versions of QuickBooks: 

a. QuickBooks Online Payroll

You can print your W-2s on or after the following dates:

• January 1, if your automated taxes and forms settings are OFF 
• January 15, if your automated taxes and forms setting is ON 

Note: If you opt to mail W-2s to your employees, they’ll be sent to the mailing address listed in the employee profile.

Print current year or 1 year prior

Follow this link to complete the steps in the product.

• Go to Filings. 
• Select Resources > W-2s. 
• Review the list of employees you are printing the tax form for. 
  • Employees who chose paperless will not have W-2s printed. They can print their copy from QuickBooks Workforce if necessary.  
• If your automated taxes and forms settings are off, check your Form W-2 print setting. Select Change setting to adjust the paper type if needed.
• Hit on View or Manage the copy you are printing: 
  • W-3 Summary Transmittal of Wage and Tax Statements
  • W-2, Copies B, C & 2 (employee)
  • W-2, Copies A & D (employer)
• Click on View and print. 

• Choose the Print icon on the Adobe Reader toolbar. Then, select Print. 

Note: When reprinting for a lost or not-received W-2, write REISSUED STATEMENT at the top and include a copy of the W-2 instructions.

Print previous years

Follow this link to complete the steps in the product.

• Go to Fillings. 
• Select Resources.
• Hit on Archived forms and filings.

• Select the date range for which you are printing the form. You can also simply search for the forms you need. 
• Hit View on the W-2 or W-3 form you wish to print.
• On the Reader toolbar, hit the print icon. 
• Select Print again. 

The layout of QuickBooks may be updated, so we recommend consulting with QuickBooks or an accounting expert at +1(866)500-0076.

Also See – How to print w2 form in QuickBooks

b. QuickBooks Desktop Payroll Assisted

W-2 forms will be available to print starting January 10. If you’re choosing Intuit Print, you’ll only need to print your W-2 forms if your employee has lost or not received their original W-2 form.

• Go to Employees. 
• Select Payroll Center 
• Navigate to the File Forms tab.
• Choose View/Print Forms & W-2s.

• Enter the payroll PIN and click OK. 
• Move to the W-2s tab.
• Choose the year, then all or individual employees.
• Hit the Open/Save Selected button.
• Select the appropriate reason for which you are printing the W-2.
• Click on File in Adobe Reader and select Print.

Note: If your employees lost their W-2 or didn’t get the original tax form, write REISSUED STATEMENT at the top to re-print and include a copy of the W-2 instructions.

c. QuickBooks Desktop Payroll Enhanced and QuickBooks Desktop Payroll Standard

Your W-2s will be available for printing after January 1.  

• Update QuickBooks Desktop and payroll services. 
• Go to the Employees menu. 
• Select Payroll Tax Forms & W-2s, then Process Payroll Forms.
• In the File Forms tab, move down and choose Annual Form W-2/W-3 – Wage and Tax Statement/ Transmittal.
• Click on Create Form.
• Either choose all or individual employees to file.
• Enter the year to see the form and click OK. 
• Select all or individual employees to print the documents. 
• Click on Review/Edit to review each W-2. 

• You will see the reviewed W-2s have a checkmark in the Reviewed column.
• When done, choose Submit Form and follow the steps on your screen to print and file the forms.

Note: If your employees lost their W-2 or didn’t get the original tax form, write REISSUED STATEMENT at the top to re-print and include a copy of the W-2 instructions. 

Conclusion 

A printed copy of the W-2 and W-3 tax forms allows businesses to share them with their employees in case they have lost or require a physical copy, as well as for record-keeping purposes. The above steps outline how to print your W-2 and W-3 forms in QuickBooks.

For further assistance, we recommend consulting with QuickBooks professionals at +1(866)500-0076. Speak with an expert and consult with us now!

Frequently Asked Questions 

How to print W-2 and W-3 in QuickBooks Online?

Here’s how to print W-2 and W-3 in QuickBooks Online: 

• Go to Fillings. 
• Select Resources > W-2s.
• Now, follow the on-screen steps. 
• Select the steps according to your preference.  
• Hit on View and print. 
• Hit the Print icon on the Adobe Reader toolbar. 
• Finally, click Print.

Where to find W-2 forms on QuickBooks Desktop?

There are two ways to find W-2 forms in QuickBooks Desktop: either through the QuickBooks Workforce app or the web version. Check these steps for the app: 

• Go to Taxes or More. 
• Select W-2s. 
• Click Download.
• Choose the W-2 you want to view or print. 

How to export W-2 from QuickBooks to Excel?

Here’s how you can export W-2 from QuickBooks to Excel: 

• Open this in a new window. 
• Look for the report you wish to export. 
• Under Export/Print drop-down, choose Export to Excel.
• Save the file in the Download folder or your desktop. 

Where to find W3 in QuickBooks Online?

Find your W3 in QuickBooks Online: 

• Go to Taxes > Payroll Tax. 
• Go to the Forms section > Annual Forms.

Choose W-3, and then View.

Moving QuickBooks to a new computer is itself a hectic task for users of QuickBooks accounting software. The roadmap to move QuickBooks may be clear, but it requires keen attention, software awareness, and a bit of technical knowledge to successfully conduct the task of moving QuickBooks to a new computer.

In this dedicated guide on the topic of moving QuickBooks to a new computer, we have covered A-Z steps to finish the task with 100% efficiency. Walk through this guide and move your QuickBooks to your new PC.

Call a Senior QuickBooks Specialist +1(866)500-0076 if:

• You do not want to risk your QuickBooks data and company files.
• You do not have enough technical knowledge to conduct this task successfully.
• Hectic task to perform, and you can outsource it to a senior QuickBooks specialist.
• Not sure how to perform the task and confused about decision-making about self-attempt or taking from a senior QuickBooks specialist.
• Dial +1(866)500-0076 if you want to outsource to move QuickBooks to a new computer.

What to do before you start?

• Take a fresh backup of your company files.
• Walk through this guide and confirm if you can perform the technical steps below. 
• Keep handy your license and product number to register QuickBooks on your new PC. 

Learn to move QuickBooks Desktop to another computer.

Move your QuickBooks Desktop using the Migrator Tool

How the Migrator Tool Works

• Create a complex password to unlock all the details that are copied to your new PC.
• Ensure to write down the password since the password is complex. This password is only usable once and only in the case of the migrator tool.
• The Migrator tool can copy the last three company files that you opened to a USB flash drive. 
• You are required to use the USB flash drive to move the files with all the technical work performed via the Migrator tool.
• The Migrator tool would download QuickBooks Desktop version to your new PC and perform the setup function with your files.
• The tool would not format your drive.

What will you need while performing these functions?

• Keep a stable internet connection with your new PC.
• You must have a USB flash drive with free space that is enough to hold your QB files.

Note:- The Migrator tool will notify you regarding the free space you need to get things done. Usually, it is between 150 and 250 MB.

Learn to set up and use the Migrator tool

In this section, we will learn to set up the migrator tool and use it for our purpose.

Step 1: On your Current PC

In QuickBooks:

• Click on the File and choose Utilities.
• Click on Move QuickBooks to another computer.
• Finally, click on the ” I’m Ready option and create a one-time password.

• Now, carry on with the on-screen instructions and choose the USB flash drive that you would use.
• Simply wait for a while and let the files get copied.

Step 2: On your New PC.

• Insert your USB flash drive, and to let you know, the Migrator tool will not open automatically. The reason is Windows security restrictions.
• Now, open the flash drive to view the files in it.
• Double-click on the file Move_QuickBooks.bat to start the migrator.
• Enter your password that was created and click on Let’s go.

• Simply hold on for a while and let the Migrator Tool finish its function.

Note:- Your system’s hardware, the size of your company’s file, and disk space are responsible for finishing the above task in a timely manner.

What needs to be done Next?

It is a fact that the tool does not copy some of the information, so you need to take a few more steps to set up everything.

You may need to:

• Log in to your payroll and payment services and to your Intuit Data Protect.
• Set up your backup schedule.
• From your old PC to your new PC, you may need to move over any additional company files.
• Create a backup of your company file.

What can the Migrator Tool copy from your old PC?

The tool will copy:

• QuickBooks Desktop details that include the version and other details needed to install QB Desktop on your new PC.

What would the Migrator Tool not copy to your new computer?

• Multi-user setup: The configuration to set up multi-user mode would not get copied, and you need to set up a fresh multi-user environment.
• Payroll and Payment setup: You need to set up your payroll and payment setup again since it won’t be copied to protect your data.
• Intuit Data Protect: The first step in this case is that you need to uninstall it on your old PC and then sign in again to the application and complete the setup process.
• Older Company Files: The company files that you have not opened recently would not be copied. To let you know, QuickBooks copies only the three recently opened company files. For any other files, you are required to move them manually or restore from your Intuit Data Protect.
• Backup Files: Manual backups would not be copied.

Move your company file to another computer

To be Noted:- Moving the company file to another computer would not affect your QuickBooks product license.

• The first step is to ensure that you install the QuickBooks Desktop application on your new PC.
• Proceed with the steps to create a backup company file on your previous PC.
• Give your backup file a unique name so that you can easily identify it. Additionally, this prevents accidental overwrites.
• Save the backup file at an easy-to-reach location like your Desktop.

• Now, move your QuickBooks backup file to your new PC, and you can put your backup either on a flash drive or an external drive.
• Restore the backup on your new computer and ensure that you have a unique file name.

• You need to download the latest Payroll tax table if you use payroll.

Move your company file to another location on the same computer.

• Create a backup of the company file.
• Give this file a unique name while saving the application. It would help you to easily identify it and prevent accidental overwrites.
• Now, save the backup data at an easy-to-reach location like your Windows Desktop screen.

Note:- In case your company file is hosted on a network, you need to save the backup on your PC’s local hard drive.

• Simply restore the backup to the new folder and ensure to give it a unique name.

Once you restore the backup, use it as your main company file. We recommend that you rename your existing company file with the extension .old.

How to manually move or reinstall your QuickBooks without the use of the Migrator Tool?

• Reinstall or move your QuickBooks Desktop application:
• Keep handy your product and license information.

• Uninstall your current QB application before you try to reinstall the latest QuickBooks application.
• Download the installation files or insert the QuickBooks software CD into the PC where you want to install the QB Desktop application.
• Finally, install the QuickBooks Desktop.

Learn to find the migration tool to go back to desktop?

• Log in to your QuickBooks Online.
• In the URL, replace anything after /app/ with exportqbodataoqbdt.

• It should look like: https://app.qbo.intuit.com/app/exportqbodatatoqbdt. 
• Click on Get Started in the Export overview tab.
• Finally, click on the Download tool to download the QuickBooks migration tool. 

• Once the download completes, launch the installer and run it.
• Proceed with the on-screen instructions and get the installation done. 

Conclusion

In short, to move QuickBooks to a new computer, you are required to first install the QuickBooks application on your new PC and then use the Migrator tool using the steps File > Utilities > Move QuickBooks to new computer.

We shared the concrete steps with you to get your task done with a 100% success rate. Since the solution and steps are inclined towards their technical nature. In case you find it hard to apply the steps, do not hesitate to contact a senior QuickBooks specialist at +1(866)500-0076. 

Users of QuickBooks have some common questions about reinstalling or moving an existing QuickBooks installation. 

To clear your doubts, if you have all the details that are needed to install QuickBooks, but you do not have the installation file, then you are required to download your QuickBooks version file.

Frequently Asked Questions

What if I do not have my license and product numbers?

In case you are unable to find your license and product number, contact a QuickBooks specialist or your vendor to get the information. 

Do I need to register again after I reinstall or move QuickBooks?

• Yes, you need to register again for the QuickBooks application.
• Click on the Help in the QuickBooks application.
• Click on Register QuickBooks and start the process.
• Once you enter all the required information, Intuit will recognize the registration status of the copy of your QuickBooks and will also record the information for your new PC.

What about my company files while moving or reinstalling the QB application?

This is one of the most important data in the form of company files that would not get copied for the reason of data security. If you are reinstalling QuickBooks and overwriting your existing QB application, it will not affect your company files. You can simply open your company files as you usually do.

Where can I find the migration tool to go back to the desktop?

• Log in to your QuickBooks Online.
• In the URL, replace anything after /app/ with exportqbodataoqbdt.
• It should look like: https://app.qbo.intuit.com/app/exportqbodatatoqbdt. 
• Click on Get Started in the Export overview tab.
• Finally, click on the Download tool to download the migration tool. 
• Once the download completes, launch the installer and run it.
• Proceed with the on-screen instructions and get the installation done.

Why do QuickBooks users find the payroll tax table update so important? To understand it in reality, walk through this guide till the end. Before that, let us gain some understanding of the payroll tax table update.

The payroll tax table update is needed to have accurate rates and calculations for federal and supported state taxes, e-file & e-pay options, and payroll tax forms. To update your tax table, you need to have an active payroll subscription.

Call a senior QuickBooks specialist at +1(866)500-0076 if:

• Do you have any queries regarding tax and insurance?
• You are looking for an outsourced agency to manage your payroll tasks and tax payments.
• No time to invest in the payroll tax table update.
• Tried 2-3 attempts and still have not gotten an update.

Check your current payroll tax table version

• In QuickBooks, click on Employees and select My Payroll Service.

• Now, click on Tax Table Information.
• Under the option, you are using the tax table version; the first three numbers show your tax table version. It must display in the number 12134003.

Read More – QuickBooks Error PS032

Learn how to get the latest QuickBooks Payroll Tax Table Update.

• Click on Employees and select the Get Payroll Updates.

• To know your tax table version:
  • Check the number next to You are using tax table version:
  • Confirm if it is the correct version and see the latest payroll news and updates. 

Past Payroll Updates

Payroll Update Number	Date Released
22514	7/31/2025
22513	7/3/2025
22512	6/17/2025
22510	5/8/2025
22508	3/21/2025

To get the latest tax table: 

• Click on Download Entire Update.

• Click on Update.
• There will be an informational window that will appear when the download is completed 

What is included in Payroll Update 22516?

Tax Table Update

• Maryland
• Action Required: Some local income tax rates have changed and took effect from July 1, 2025.
• Form Updates
• Alabama: Form A-1 has been updated for Employer’s Quarterly Return of Income Tax Withheld.
• Kentucky: Form UI-3 has been updated for the Employer’s Quarterly Unemployment Wage & Tax Report.
• New Mexico: Form RPD-41054 has also been updated.

Learn More – QuickBooks Payroll Service Connection Error

Learn to troubleshoot payroll update issues.

If your tax table version 12134003 is downloaded on or after 24 June 2025, you won’t be able to see the updated figure until the tax table becomes effective on July 1, 2025. 

• There are two conditions that apply after July 1, 2025, after you have downloaded the product update that has the new tax tables: 
• Is it that you manually adjusted the TD1 amounts at any time in the past or after you set up a new employee?
• The latest tax table would not override the previously paid amount in case you have manually updated the TD1 amounts for an employee in the past. You are required to manually update the TD1 amounts going forward.

Also Read – QuickBooks Payroll Update Not Working

Is it possible that any of the employees would set up over the basic TD1 amounts?
QB Desktop will automatically update the TD1 amounts for the employees that has the basic amounts for the previous tax tables.

Current and historical information on TD1, CPP, and EI amounts

Effective Date	7/1/2025	1/1/2025
Tax Table version #	12134003	12034003
TD1 Amounts
Federal	16,129.00	16,129.00
AB	22,323.00	22,323.00
BC	12,938.00	12,938.00
MB	15,591.00	15,969.00
NB	13,396.00	13,396.00
NL	11,067.00	10,818.00
NS	11,744.00	11,744.00
NT	17,842.00	17,842.00
NU	19,274.00	19,274.00
ON	12,747.00	12,747.00
PE	15050.00	14,250.00
QC	18,571.00	18,571.00
SK	19,991.00	18,991.00
YT	16,129.00	16,129.00
ZZ (employees outside Canada)	0	0
Effective Date	7/1/2025	1/1/2025
Tax Table version #	12134003	12034003
Canada Pension Plan (CPP) – outside Quebec
Maximum Pensionable Earnings	71,300.00	71,300.00
Basic Exemption	3,500.00	3,500.00
Contribution Rate	5.95%	5.95%
Maximum Contribution (EE)	4,034.10	4,034.10
Maximum Contribution (ER)	4,034.10	4,034.10
Employment Insurance (EI) – outside Quebec
Maximum Insurable Earnings	65,700.00	65,700.00
Premium EI Rate (EE)	1.64%	1.64%
Premium EI Rate (ER) (1.4*EE)	2.296%	2.296%
Maximum Premium (EE)	1,077.48	1,077.48
Maximum Premium (ER)	1,508.47	1,508.47
Effective Date	1/1/2025	1/1/2025
Tax Table version #	12134003	12034003
Quebec Pension Plan (QPP)
Maximum Pensionable Earnings	71,300.00	71,300.00
Basic Exemption	3,500.00	3,500.00
Contribution Rate	6.40%	6.40%
Maximum Contribution (EE)	4,339.20	4,339.20
Maximum Contribution (ER)	4,339.20	4,339.20
Employment Insurance (EI – Quebec only)
Maximum Insurable Earnings	65,700.00	65,700.00
Premium EI Rate (EE)	1.31%	1.31%
Premium EI Rate (ER) (1.4*EE)	1.834%	1.834%
Maximum Premium (EE)	860.67	860.67
Maximum Premium (ER) (1.4*EE)	1,204.94	1,204.94
Quebec Parental Insurance Plan (QPIP)
Maximum Insurable Earnings	98,000.00	98,000.00
Contribution Rate (EE)	0.49%	0.49%
Contribution Rate (ER) (1.4*EE)	0.69%	0.69%
Maximum Contribution (EE)	484.12	484.12
Maximum Contribution (ER) (1.4*EE)	678.16	678.16
Commission des normes du travail (CNT)
Maximum earnings subject to CNT	98,000.00	98,000.00

Learn to set up manual payroll in QuickBooks Desktop.

Set up manual payroll

• If you want to manually run your payroll in QuickBooks Desktop, you are first required to enable payroll in the QuickBooks settings.
• QuickBooks Desktop 2018 or later
• Click on Preferences from the Edit drop-down menu.
• Click on Payroll & Employees and select Company Preferences.
• Choose the Full payroll and Manual payroll checkboxes in the QuickBooks Desktop Payroll Features.
• When you are on the confirmation windows, click on Next < Activate in the Get payday peace of mind window.
• Click OK and let the changes you made be saved.
• Finally, hit OK to close the preferences window.

Conclusion

QuickBooks payroll tax table update is a necessary move that allows you to keep your tax information and future transactional approach calculative. We believe that we can share with you the concrete information that you must have to get your task of payroll tax table update done.

If you have any questions regarding tax or payroll tax table updates, contact a senior QuickBooks specialist at +1(866)500-0076.

Frequently Asked Questions

What is a QuickBooks Payroll tax table update?

QuickBooks payroll tax table update is an essential function to perform to get the latest tax rates that ensure your payroll calculations are accurate according to current federal and state laws.

How can I update payroll tax tables?

To continue to do so, you first need an active QuickBooks subscription. On the other hand, make sure to use the active QuickBooks Desktop.

• Click on the Payroll menu and choose Update Payroll tax table.
• Continue with the on-screen prompts and perform the downloading and installation of the latest tax table.

You will receive a message that the payroll tax table has been updated.

Where should I contact if the payroll tax table update fails?

If you attempted to update your payroll tax table and it failed, then you need to immediately contact a senior QuickBooks specialist at +1(866)500-0076.