Set up E File in QuickBooks | Set Up E-Pay in QuickBooks Desktop

Errors Problem Solutions Quickbooks Errors Solution

If you get an error message in QuickBooks your company file is missing one or more payroll records, or you have to “set up the missing e file” then most likely you are signing up for E-file or E-pay.

As you are facing issues with E-pay thus you will have to maintain and restore the backup. If your e-store backup is out of date, you need to leave it without a full or partial set of data of the company which triggers this error message that you have missed online tax payment and filling. Don does not take on-screen warnings as a lack of your abilities in E-pay and E-file services.

The Missing E-file

The E-file program of the Internal Revenue Service is also known as EFTPS. If you want to enroll in this, you can be benefited from the option of digital payment of tax, with the help of phone or online. Besides, some states accept e-filed returns.

From January 2014, Illinois, Indiana, Georgia, Wisconsin, and Virginia have also accepted e-file of W-2s. Whereas, in other remaining 45 states, if your use comprises QuickBooks and Microsoft Excel, and you are to sign to the Payroll Subscription provided by Intuit, you need to go for W-2s and then you can upload the tax to the concerned tax department.

QuickBooks Data Restore

QuickBooks company files comprise information and other information that you may need to record details of your business. To restore the backup of your company file, you can select from other relevant sources, which depends on how you are achieving data and the version of QuickBooks that you are using.

Data Protect can be accessed in QuickBooks from the submenu of Backup Company of File Menu, in the Backup Status section of the Home page. A dialogue box is to be completed in the QuickBooks just to ensure restores Data Protection. An encrypted archive is a built-in QuickBooks Online Service that can be controlled by the server by Intuit. The service runs the same name of the program that can be accessed from the Start screen of Windows.

How to Set up E File in QuickBooks

For the missing e record, you will see “QuickBooks payroll error“. In this case, you should check for the completeness of data. Rebuild the company files in case they are missing e-pay which will show all Liabilities windows of Pay Scheduled. Now, check for e-payment replacement, create a liability, to avoid remittance and duplicate records. Now, uncheck on the button “To Be Printed” and then click on the number field to mark e-payment as liability check.

Know How to E-file W-2s With QuickBooks Desktop

Businesses are bound by certain rules and regulations set by the IRS. They have to pay taxes and file in certain forms as per government norms. Form W-2 is one of these forms used in America in order to report wages paid to employees and the taxes withheld by the employer. Employers are expected to file Form W-2 for every employee they pay salary, wages or other form of compensation to. 

QuickBooks offers easy ways to prepare and E-File W-2s With QuickBooks Desktop by the application itself. You can set-up your application pre-hand to create a liability in the name of W-2 Tax. The application will also give you reminders to pay the tax.   

Things Required to E-File State W2 Form with QuickBooks 

There are three crucial things required by your system in order to E-file state W2 Form with QuickBooks :-

  • The QuickBooks application you are using is a supported version.
  • A good internet connection.
  • The latest QuickBooks Desktop payroll update.

Intuit files W-2 form themselves for QuickBooks Assisted payroll service users. For QuickBooks Desktop Payroll Basic and Standard service, users need to manually set-up W-2 forms and then send it to concerned authorities. The users need to set-up the E-file and E-pay feature to electronically file W-2s in QuickBooks Desktop Payroll Enhanced. 

1. E-File W-2s With QuickBooks Desktop Payroll Assisted 

It is easiest to E-File W-2s with QuickBooks Desktop Payroll Assisted service as the users are not required to do anything. Intuit will file and mail the W-2 forms to the user’s employee’s address, provided that the delivery option is set to Intuit Print Service. The steps to check these settings are as follow:- 

  • Go on the Employees menu and select Payroll Center. 
  • Click on the Fill Forms button. 
  • Now tap on View/Print Forms & W-2s.
  • Put in your Payroll PIN and check if the option is set as Intuit Print or Self Print.

An additional fee would be applicable if Intuit has to mail the W-2s. You also need to ensure that the default option is selected as Intuit Print Service. It can take upto a week for your employees to receive their W-2s forms. You should ask your employees to regularly check their Workforce. 

In case the Self Print option is chosen, you need to purchase W-2 paper and print the forms and manually. You also need to mail them to your employees or just hand it over.. 

2. File IRS W-2 with QuickBooks Desktop Payroll Basic or Standard Service

Users are required to manually file IRS W-2 with QuickBooks Desktop Payroll Basic or Standard Service. These forms have to be filled with the IRS and state agencies. Let’s look at the steps to create these tax payment forms that users need to follow:-

NOTE: QuickBooks Payroll Enhanced service users can also manually file W-2s through this method if they are unable to E-file it.  

Step 1: Pay and Record All Tax Payment

You need to clear all your tax payments related to which you want to fill the forms or else it will reflect the dues in your books. 

Step 2: Prepare and Save Your Payroll Tax Form

  • Go on the Employees menu and select Payroll Tax Forms and W-2s, then tap on Process Payroll Forms.  
  • Click on W-2 form. 
  • Then tap on Create Form. 
  • Choose Filing Period from the list and tap on OK
  • Fill in the required information for your form. Enter information that is highlighted in green and cross-check the pre-filled information. 
  • Tap on Next and review all pages of the form.
  • Once you are done, click on Check for Errors, and QuickBooks will reflect any errors on the form. You will have to fix them before you print and save them.
  • Once all the errors are fixed, click on Save as Pdf or Print for your Records. Click on Save and Close if you are required to return back to the form. 

Step 3- Send The Form to Concerned Authority

After printing the forms you need to go through the instructions page and send them to the concerned agency. W-2 forms are submitted to IRS and state agencies. A copy of it also goes to your Employee.   

3. Steps to File W-2s With QuickBooks Desktop Payroll Enhanced

W-2s forms are required to be filled with the federal authority as well as the state agency. The steps to file W-2s with QuickBooks Desktop Payroll Enhanced are different for both authorities.  

E-File State W2 Form with QuickBooks through State Agency Website

You need to follow different steps to file W-2s with QuickBooks Desktop Payroll Enhanced based on which state you are using, as each state has its own rules and regulations. 

Follow the below-mentioned steps if you are working in these states:-

AlabamaHawaiiMassachusettsOhio
ArizonaIdahoMichiganOregon
ArkansasKansasMinnesotaPennsylvania
ColoradoKentuckyMississippiRhode Island
ConnecticutLouisianaMissouriSouth Carolina
DelawareMaineNebraskaVermont
District of ColumbiaMarylandNew MexicoWest Virginia
Step 1- Generate the W-2s to send to your state agency
  • Go on the Employees menu and tap on Payroll Tax Forms & W-2s, then click on create State W-2 E-file.
  • Tap on Continue twice.
  • Choose your state from the list and then click on Get QuickBooks Data.
  • Fix errors or add any missing information in the form appearing on your screen if required and then tap on OK.
  • Go to the Add-Ins tab to find the QuickBooks Payroll State W-2 list, then click on Start Interview.
  • Tick Mark the box in front of I understand that I must review my data and answer the following questions. Then tap on Next. 
  • Note down the filename and location and tap on Next.   
  • You need to answer the questions in the interview and cross check the auto-filled information.
  • Till you reach End of Interview (Tap on Next ).
  • Select Create W-2 File and tap on OK.
  • Click on Yes to save the Excel workbooks for your own records.
Step 2- Move to your state agency website

Run your Web browser and search through the website of your state tax agency. 

NOTE: You must mail your W-2s to the state of Hawaii if you live there.

Step 3- Upload your state W-2s

Once you open your state agency website, you are required to follow the onscreen instructions to upload your file. Some states have certain specific requirements and you need to ensure that your W-2 file meets the requirements.

Steps to follow if you are living in (Georgia, Illinois, Indiana, Montana, North Carolina, North Dakota, Utah, Virginia or Wisconsin)

  • Run QuickBooks Application
  • Go on the Employees menu and then select Payroll Tax forms & W-2s, then go on Process Payroll Forms.
  • Go to the File Forms section and choose your state worksheet.
  • Cross check the Select Filing Period year and make changes to it if required.
  • Tap on OK.
  • Fill in the W-2 worksheet and click on Check for errors to ensure that all the details are right before you e-file it.
  • Now finally tap on the E-file.
  • Enter in your email address and contact phone number.
  • Tap on Submit. 

NOTE: 1. If you are working in New Jersey, You need to follow the State of New Jersey’s instructions to file your state W-2s.

2. If you are working in California, Iowa or New York, You are not required to file a separate state W-2 for the state as they are included with your Federal W-2 file. 

3. If you are in Alaska, Florida, Nevada, New Hampshire, South Dakota, Tennessee, Texas, Washington or Wyoming, You are not required to file any state W-2s as the state doesn’t apply state withholding tax. 

E-File Federal W2 Form with QuickBooks through Payroll Enhanced Service 

Your Federal W-2s are submitted to SSA and these are the steps you need to follow:

Step 1: Setup W-2 E-filing
  • Run QuickBooks application. 
  • Go on the Employee menu and select Payroll Center. 
  • Click on the File Forms tab.
  • Go to the bottom of the Other Activities list and select Manage Filing Method.
  • Click on Continue.  
  • Choose Federal Form W-2/W-3 from the list of forms and tap on Edit.
  • Click on the E-file radio button and then tap on Finish. Enrollment instructions will open up, you can read and print them out if needed.
Steps to Setup W-2 E-filing
Step 2: Create and Submit your W-2 Forms
  • Go on Employees tab and select Payroll Tax Forms and W-2s.
  • Choose Process Payroll Forms.
  • Go to the File Forms section and select Annual Form W-2/W-3- Wage and Tax statement/Transmittal and tap on Create Form.
  • Choose the employees. You can also tap on Mark All in order to select all the employees on the screen.
  • Ensure that E-File Federal forms is selected in the filing method window.
  • Enter in your business phone number and email address. 
  • Tap on Submit.
Steps to Create and Submit your W-2 Forms

Setup E-file in QuickBooks Desktop

Setting up an E-file is where most people get stuck? In this article, you are going to learn all the steps to setup e-file in QuickBooks in an effective way. So, start scrolling. The rules of filing tax forms electronically, also known as e-filing, vary from agency to agency. You can check the OEM website to determine agencies’ rules for further assistance with agency norms.

Note:  If you already are enrolled for E-file for the 940 and 941 forms with the IRS, you must still submit a separate enrollment application to E-file through your QuickBooks Desktop.

First off all, enroll yourself in E-file & Pay to file and pay taxes electronically.

You can easily file and pay taxes to federal and state agencies, with an E-file & Pay feature which is present in your Online Payroll.

To enroll turn on your E-file & Pay feature and follow the steps given below:

How to enroll in E-file & Pay:

QuickBooks Online Payroll Enhanced:

  1. Signup a new account from E-file and Pay setup (if haven’t done yet)
  2. Turn on your E-file & Pay feature.
  3. Go to Settings to select Payroll Settings.
  4. In Taxes, select the E-file and E-pay.
  5. In the E-pay and E-file Setup, select E-file and e-pay. (recommended)
  6. Select Federal taxes along with your state
    • If your state isn’t on the list, see Electronic services offered by the states if they support E-file and pay for your state.
    • If you need to enroll any additional state in the future, go back to the same page and select your new state.
  7. If you haven’t linked your bank account yet, enter the bank account details to proceed further.
  1. Now, opt for E-sign to sign all your documents. You can also choose to print and sign the documents, but make sure you contact the OEM site to send it.
  2. When you select E-sign, a series of questions will appear in front of you to complete and pass for agency selection.
  3. Follow all the instructions to enroll with each of the agencies and click Next to move to the next question.
  4. Failing in it will prompt you to print, sign, and send your documents. At this moment, you can go to Help in Online payroll and select Contact us to connect with the OEM site to send the documents through the payroll support.
  5. After processing completes from the OEM site, You’ll receive an email when your payroll account will become active for E-file & Pay. As each state’s enrollment lead time is different your process may take time.
  6. Make sure to click Finish when you complete the process.

Intuit Online Payroll Enhanced:

  • select Update Electronic Services from setup.
  • now, select Add / Edit Electronic Services.
  • opt Start.
  • Select “Yes, I want to electronically file” option.
  • Enter your bank account and principal officer details.
  • Review entered info
  • Now, Select Back to change entered info or Confirm to proceed.
  • Confirm your IRS details for business, then hit Continue.
  • Select Electronically to enroll in state E-file and pay. If you need to enroll any additional state in the future, go back to the same page and select your new state.
  • Now, select your service fee payment method to continue.
  • Select the Show my forms button.
  • Now you can print, sign, and then contact the OEM site to upload or send the authorization form. You can do this with the Help option in your online payroll, you can also select Contact us to connect for a payroll support.
  • After authorization completes from the OEM site, You’ll receive an email that your payroll account has become active for E-file & Pay.
  • Be patient for the process may take time as each state’s enrollment lead time is different.
  • Make sure to click Finish when you complete the process.

E-filing a payroll tax form

Once you are done with the setting up of e-filing in QuickBooks and then enrolled with your chosen agencies, next do as the following steps say to E-file a payroll tax form:

  • From the File Forms tab in the Payroll Center, select the form you would want to file and tap on File Form.
  • 2.now, Choose your filing time, and hit “OK”.
  • Complete the interview (if any), review the completed form, and click on “Check for Errors”.
  • Modify the information which you find is incorrectly typed.
  • Print your records, and then click on the “Submit” button.
  • Now, Click on E-file, and follow screen instructions
  • Provide your agency log-in credentials (if asked).

How to check the status of your e-filing

  • In the File Forms tab, click the E-Filing tab given in the Filing History area.
  • Find the form you’ve E-filed and look in the Status column. “Submitted to Intuit” shows that you’ve submitted this form via QuickBooks whereas “Submitted to Agency” depicts that Intuit has E-filed the form on your behalf with the agency. “Agency accepted” and “Agency rejected” says about acceptance and rejection of your E-file.  You should receive a confirmation email, which is a proof of e-filing.

How to Set Up & E-Pay Payroll Tax Payments in QuickBooks

Employers are liable for paying their own employment taxes (Social Security, Medicare, and unemployment) in addition to withholding and paying payroll taxes for their employees. All three QuickBooks Payroll plans (Core, Premium, and Elite) make it easy to calculate and pay these taxes; however, there are a few steps required to set up tax information first.

Payroll Tax Payments in QuickBooks in 9 Steps

1. Payroll Taxes Checklist: Info Needed to Get Started

You’ll need to provide QuickBooks with basic information you would need to provide any payroll service to get started:

  • Birth Date and Hire Dates for every employee
  • Your Business contact Info (legal name, mailing address)
  • Company type (LLC, Sole Proprietorship, Corporation)
  • Federal Employer Identification Number (FEIN)
  • Payroll tax form you are required to file (941 or 944)
  • Payment or deposit schedule for federal tax payments
  • ETT or other state rates
  • Your bank account # and routing # for e-pay
  • Online user id and password used to access your bank account
  • *Payment/Deposit schedule for state tax payments
  • *State account number
  • *SUI Rate

*These items only apply if your state has income and/or unemployment tax.

2. Continue the Setup Process or Navigate to Profile/Settings Button

If you’ve already set up your employees, you will see the option to continue setup or pay your team. Select “Continue setup” to enter the information required to pay your payroll taxes.

If you set up your employees a while ago and are returning to finish the remaining payroll setup, you’ll need to navigate to the gear button on the far upper right, and click on “Payroll Settings,” as indicated in the screenshot below.

Screenshot of Payroll Settings on QuickBooks
Screenshot of Payroll Settings Option on QuickBooks
Screenshot of Payroll Settings on QuickBooks
Screenshot of Payroll Settings Option on QuickBooks
Screenshot of Payroll Settings on QuickBooks

Did you know? To avoid penalties and fines completely, you should have a base understanding of how to do payroll and associated laws even if using payroll software. Check out our payroll training guide for more opportunities to learn.

3. Set Up Payroll Tax and Compliance

Below is a screenshot and a brief explanation of the information you need to enter about your company.

Screenshot of Setting up Payroll Tax and Compliance on QuickBooks
  1. Business name: Enter the legal name of your business that you use on all tax return filings.
  2. Business address: The address that you entered for your business during payroll setup will automatically populate here; if you use a different address then instead of putting a check mark you will see fields where you can enter the correct address info.
  3. The date you plan to run the first payroll: Provide the date that you plan to run your first payroll. This information is key for tracking payroll tax payments. Your date options will be based on the current month and year that you are in.
  4. The date you hired your first employee: If you hired your first employee within the last six months, select “yes”; otherwise, select “no.
  5. New or existing business: If you purchased the business from a previous owner, select “yes,” otherwise, select “no.”
  6. Company type: Select the correct company structure (Sole proprietorship, Corporation, Limited Liability Company, Limited Liability Corporation, etc.)
  7. Principal officer title: Enter the name of the person you’re putting in charge of communicating with your bank and federal tax agencies like the IRS.
  8. Workers’ Comp: If your state requires that you provide workers’ compensation insurance, you’ll see a notice at the bottom of this page with an option to get a quote from AP Intego. Select “no” if you already have a workers’ comp plan.

One of the benefits of using QuickBooks Payroll is that tech support is included with your monthly subscription. You can reach a customer support rep just by clicking the picture of the person at the bottom right of the page, as indicated above. This option will be available the entire time you navigate through your QuickBooks Payroll account, even if you’re using the free 30-day trial.

Visit QuickBooks Payroll

4. Add New Employer Settings

Another useful setting QuickBooks Payroll implements is setting your tax rates to the default percentages based on the most current information released by federal and state tax agencies. This saves you from having to figure out the current tax rates you need. It also includes applicable deposit schedules.

Screenshot of Adding New Employer Settings on QuickBooks

To input information on this screen, you will need to have the birth date and hire date for each employee handy. You should be able to obtain this information from the I-9 form or other new hire paperwork completed by employees. You can also review the W4 info that was entered when you set up your employees. Just click on the “W4 info” link as indicated in the above screenshot.

5. Enter Federal Tax Details

Below is a screenshot along with a brief explanation of the information that is required for federal taxes.

Screenshot of Entering Federal Tax Details on QuickBooks
  1. EIN: Enter your federal tax id in this field. If you don’t have it, you can select “No” if you have not received it yet or if you don’t have it handy. If you’re interested in signing up for workers’ comp for the first time or receiving offers that may be cheaper than your current plan, check the box to share your information with Intuit workers’ comp partners.

While you can run payroll without a federal tax id #, you cannot submit your payroll tax payments to the IRS without one; having this number ensures that your business will receive credit for all tax payments made.

  1. Payroll Tax Form: Select the payroll tax form that you are required to file with the IRS. The options here are Form 941, which is filed quarterly, or Form 944, which is filed annually. If you’re not sure which form you should file, check out our article on payroll tax forms to find out.
  2. Federal Tax Payments: From the dropdown, select how often you are required to pay federal payroll taxes. The options here are semi-weekly, monthly or quarterly. If you’re not sure how often you should file, check out our Form 941 guide or contact the IRS.
  3. Nonprofit status: If you are a 501(c)(3) nonprofit business that does not pay FUTA, select “Yes”; otherwise select “No.”

6. Enter State Tax Details

Below is a screenshot along with a brief explanation of the information that is required for state taxes, if applicable. The layout will vary depending on the state in which you do business and your employees reside, so skip the sections below that don’t apply to you.

If you are lucky enough to live in one of the seven states without a state income tax (AK, FL, NV, SD, TX, WA, and WY) then you will not see an option to enter your state withholding account number option on the setup screen; you will likely, however, need to answer a question about your state unemployment insurance rate.

Screenshot of Entering State Tax Details on QuickBooks
  1. State Employer Account Number: This is a unique number issued by the state to employers. Similar to the FEIN number, it is used to keep track of payroll tax payments made by employers. If you don’t have a state account number, you need to contact the Employment Development Department (EDD) for your state and request one.

It’s not a good idea to file tax returns or make tax payments without this number. If you do, you run the risk of not receiving credit for the payment because it will be difficult for the EDD to identify you without an account number.

  1. State Withholding Number: This number is used on state forms you use to report the state income taxes you withhold from employee paychecks.
  2. State Unemployment Insurance (SUI) Rate: Each year around November or December you will receive a letter from the EDD for your particular state; it will include the SUI rate that has been assigned to your business for the coming year. If you have not received this info, contact the EDD to obtain this information.

**To ensure your payroll taxes are calculated correctly, make sure you have the correct SUI rate before processing your first payroll. 2.7% is the average rate for new employers; if you’re concerned you may be responsible for paying a higher percentage, select 5.4% for now, and you can update it later.

  1. Administrative Assessment Rate: This fee is unique to Georgia. The rate is 0.06% for all employers with an unemployment rate between the range of 0.04% and 8.1% The administrative assessment rate is 0% if your unemployment rate is equal to the minimum or maximum rate of 0.04% or 8.1%.
  2. Deposit Schedule: Based on the amount of your payroll taxes, the state will require you to pay (deposit) your taxes on a monthly, semi-weekly, or quarterly basis. This information should be included with your employer account number but if it is not, you will need to contact the EDD for your state to obtain this information.
Screenshot of All Set State Tax Details on QuickBooks

All QuickBooks Payroll plans come with e-file and e-pay. When you e-pay and e-file, you receive a confirmation that your tax forms or payments have been submitted immediately after you have made them. If for some reason there was an issue with the receipt, you will have a confirmation with a date and time stamp to prove that you filed and paid on time.

To e-file and e-pay your taxes, you’ll need to provide bank information for the account you want to use for payroll tax payments. Click the green button that shows “Let’s go” beside “Connect Your Bank” to get started

Screenshot of QuickBooks Overview Page

7. Add Bank Account Details

You’ll get the opportunity to review the business and principal officer information you entered earlier in the setup process. Click the plus sign in front of “Add new bank account” to enter your business checking account details.

Screenshot of Adding Bank Account Details on QuickBooks

You’ll see a screen that lists different banking institutions. If you don’t see yours listed, enter it in the search box, where “Bank of America” is shown below. Then, select the corresponding result.

Screenshot of Different Banking Institutions List on QuickBooks

8. Enter Your Online Bank Credentials

Enter the username and password you use to log in to your online banking account. This will form a secure connection between your bank and QuickBooks Payroll and will allow it to verify you’re really authorized to use the account.

Screenshot of Entering Your Online Bank Credentials on QuickBooks

Once the account successfully connects, it will pull up a list of all bank accounts connected to that online banking ID. Select the account you want to use for payroll transactions (employee paychecks and taxes).

Then, you’ll return to the screen with your business, principal officer, and bank account information summary. As long as you’ve entered all the information required, you’ll be able to select the “Accept and Submit” button in the bottom right corner.

Screenshot of Information Summary on QuickBooks

Now that your bank account is successfully connected and ready to make payroll tax payments, you just need to provide your e-signature so QuickBooks Payroll can legally file your payroll tax forms.

9. Approve Your Signature and Submit Authorization

Select “Let’s go” to get started.

Screenshot of Approving Your Signature on QuickBooks

The Principal Officer’s first and last name will automatically populate if you entered it earlier in the setup process. Select “Verify” so the system can confirm contact information.

Screenshot of Verify and Sign on QuickBooks

Enter your mobile phone number and select “Continue.”

Screenshot of Verifying Information on QuickBooks

You should receive a text message with a six-digit code you’ll need to enter. After you enter the correct confirmation code, you’ll be able to e-sign your authorization forms. Check the box shown below to give QuickBooks Payroll permission to provide payroll services on your business’s behalf. Then, select “Done.”

Screenshot of E-signing Authorization Forms on QuickBooks

Congratulations! Your payroll account is now ready to e-file and e-pay your payroll tax payments.

How to Edit or View Payroll Taxes and Forms

Now that you know how to set up payroll tax payments, there may be times when you need to make changes to your tax setup or you may just want to look at tax forms that you have previously filed. Click on the Gear icon in the upper right-hand corner of the homepage and select “Payroll Tax Settings.”

Screenshot of Payroll Settings Option on QuickBooks

The Payroll Settings will display as indicated below. Let’s discuss in detail what info you can find here.

Screenshot of Payroll Settings Display on QuickBooks

1. General tax info: Make changes to your company name, filing name, and filing address.
2. Federal tax info: Make changes related to your FEIN #, State account number, tax forms you are required to file, and your payment (deposit) schedule.
3. CARES Act: You can opt-in or out of deferring Social Security payments until 2021 if you qualify.

If you received loan forgiveness through the Paycheck Protection Program, you won’t be able to defer the employer share of 2020 Social Security taxes for any deposits due after the date of the loan forgiveness.

If you have taxes that were due to be deposited on or before the loan forgiveness date, you can continue to defer these tax payments until the applicable payment dates in 2021 and 2022.

Scroll down and you’ll see other information you can view or edit.

Screenshot of Other Information on QuickBooks

4. Email notifications: If you want tax payment reminders and notifications emailed to you, leave this on the default “Send to You” setting. If not, you can turn it off.
5. Shared data: You can opt to allow employees to import their W-2 tax information into TurboTax, or not. This is a benefit to employees who file their taxes since they won’t have to enter the information themselves.

There are also sections for you to change bank account information, direct deposit funding time, paycheck printing options, and designated payroll general ledger accounts.

Bottom Line

Now that you know how easy it is to set up and make your payroll tax payments using QuickBooks Payroll, you’re ready to run your first payroll! If you haven’t set up your employees, then head over to our QuickBooks payroll guide for step-by-step instructions.

If you haven’t yet started a QuickBooks Payroll account, you can sign up for a free 30-day trial. You can start paying employees using direct deposit shortly after, and the system will withhold, file, and pay all payroll taxes accordingly.

Troubleshoot Set Up E-Pay in QuickBooks Desktop

Managers are responsible for covering their work taxes (Social Security, Medicare, and joblessness) as well as keeping and paying payroll taxes for their employees. Each of the three QuickBooks Payroll plans (Core, Premium, and Elite) make it simple to ascertain and cover these taxes; nonetheless, there are a couple of steps expected to set up charge data first.

On the off chance that you haven’t set your employees up inside the system yet, you ought to do that first. Go to our QuickBooks Payroll Setup guide for bit-by-bit directions. Furthermore, if you don’t yet have a QuickBooks Payroll account, you can pursue a free 30-day preliminary to get everything rolling. Whenever you’re done, return to this article to get those taxes set up.

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Set Up E-File & E-Pay QuickBooks Desktop in 9 Steps

1. Set Up E-File & E-Pay in QuickBooks Desktop: Info Needed to Get Started

You’ll have to furnish QuickBooks with the fundamental data you would have to give any payroll service to begin:

  1. Birth Date and Hire Dates for each representative
  2. Your Business contact Info (legitimate name, street number)
  3. Company type (LLC, Sole Proprietorship, Corporation)
  4. Government Employer Identification Number (FEIN)
  5. Payroll tax document you are expected to file (941 or 944)
  6. Installment or store plan for government charge installments
  7. ETT or other state rates
  8. Your ledger # and steering # for e-pay
  9. The online client id and secret key used to get to your ledger
  10. *Installment/Deposit plan for state charge installments
  11. *State account number
  12. *SUI Rate
  13. *These things possibly apply on the off chance that your state has pay as well as joblessness charge.

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2. Proceed with the Setup Process or Navigate to Profile/Settings Button

On the off chance that you’ve previously set up your employees, you will see the choice to proceed with setup or pay your group. Select “Proceed with setup” to enter the data expected to cover your payroll taxes.

On the off chance that you set up your employees some time back and are getting back to complete the excess payroll setup, you’ll have to explore the stuff button on the far upper right and snap on “Payroll Settings,” as shown on the screen capture underneath.

Did you know? To keep away from punishments and fines totally, you ought to have a base comprehension of how to do payroll and related regulations regardless of whether utilizing payroll programming. Look at our payroll preparing guide for additional potential chances to learn.

3. Set Up Payroll Tax and Compliance

Business Name: Enter the lawful name of your business that you use on all-expense form filings.

Business address: The location that you entered for your business during E-File & E-Pay in QuickBooks Desktop will consequently populate here; if you utilize an alternate location, rather than putting a mark you will see fields where you can enter the right location data.

The date you intend to run the primary payroll: Provide the date that you intend to run your first payroll. This data is key for following payroll charge installments. Your date choices will be founded on the current month and year that you are in.

The date you recruited your first representative: If you employed your first worker inside the most recent half-year, select “yes”; in any case, select “no.”

New or existing business: If you bought the business from a past proprietor, select “yes,” in any case, select “no.”

Company type: Select the right company structure (Sole ownership, Corporation, Limited Liability Company, Limited Liability Corporation, and so forth)

Chief official title: Enter the name of the individual you’re placing accountable for speaking with your bank and government charge offices like the IRS.

Laborers’ Comp: If your state expects that you give laborers pay protection, you’ll see a notification at the lower part of this page with a choice to get a statement from AP Intego. Select “no” if you as of now have a specialists’ comp plan.

One of the advantages of utilizing QuickBooks Payroll is that technical support is incorporated with your month-to-month membership. You can arrive at a client service rep just by tapping the image of the individual at the base right of the page, as demonstrated previously. This choice will be accessible the whole time you explore through your QuickBooks Payroll account, regardless of whether you’re utilizing the free 30-day preliminary.

4. Add New Employer Settings

Another valuable setting QuickBooks Payroll carries out is setting your duty rates to the default rates in light of the latest data delivered by government and state charge offices. This saves you from being required to sort out the current duty rates you want. It additionally incorporates material store plans.

To enter data on this screen, you should have the birth date and recruit date for every representative convenient. You ought to have the option to acquire this data from the I-9 structure or another recently added team member administrative work finished by employees. You can likewise audit the W4 information that was placed when you set up your employees. Simply click on the “W4 data” connect as demonstrated in the above screen capture.

5. Enter Federal Tax Details

EIN: Enter your government charge id in this field. On the off chance that you don’t have it, you can choose “No” on the off chance that you have not gotten it yet or then again on the off chance that you don’t have it convenient. Assuming you’re keen on pursuing specialists’ comp interestingly or getting offers that might be less expensive than your present arrangement, actually take a look at the case to impart your data to Intuit laborers’ comp accomplices.

While you can run payroll without a government charge id #, you can’t present your payroll charge installments to the IRS without one; having this number guarantees that your business will get acknowledgment for all charge installments made.

Payroll Tax Form: Select the payroll tax document that you are expected to file with the IRS. The choices here are Form 941, which is filed quarterly, or Form 944, which is filed yearly. If you don’t know about which structure you should file, look at our article on payroll tax documents to find out.

Government Tax Payments: From the dropdown, select how frequently you are expected to make good on administrative payroll taxes. The choices here are semi-week by week, month to month, or quarterly. If you don’t know how frequently you should file, look at our Form 941 aide or contact the IRS.

Not-for-profit status: If you are a 501(c)(3) not-for-profit business that doesn’t pay FUTA, select “Yes”; in any case select “No.”

6. Enter State Tax Details

If you are sufficiently fortunate to live in one of the seven states without a state annual duty (AK, FL, NV, SD, TX, WA, and WY) then, at that point, you won’t see a choice to enter your state keeping account number choice on the setup screen; you will probably, in any case, need to address an inquiry regarding your state joblessness protection rate.

State Employer Account Number: This is an interesting number given by the state to businesses. Like the FEIN number, it is utilized to monitor payroll charge installments made by bosses. If you don’t have a state account number, you want to contact the Employment Development Department (EDD) for your state and solicitation one.

It’s anything but smart to file government forms or make charge installments without this number. Assuming that you do, you risk not getting credit for the installment since it will be challenging for the EDD to recognize you without a record number.

State Withholding Number: This number is utilized on state structures you use to report the state personal taxes you keep from worker checks.

State Unemployment Insurance (SUI) Rate: Each year around November or December you will get a letter from the EDD for your specific state; it will incorporate the SUI rate that has been appointed to your business for the approaching year. On the off chance that you have not gotten this data, contact the EDD to get this data.

**To guarantee your payroll taxes are determined accurately, ensure you have the right SUI rate before handling your first payroll. 2.7% is the normal rate for new businesses; assuming you’re concerned you might be answerable for paying a higher rate, select 5.4% for the present, and you can update it later.

Authoritative Assessment Rate: This charge is remarkable to Georgia. The rate is 0.06% for all businesses with a joblessness rate between the scope of 0.04% and 8.1% The authoritative appraisal rate is 0% of your joblessness rate is equivalent to the base or greatest pace of 0.04% or 8.1%.

Store Schedule: Based on how much your payroll taxes are, the state will expect you to pay (store) your taxes on a month-to-month, semi-week after week, or quarterly premise. This data ought to be incorporated with your boss’s record number however on the off chance that it isn’t, you should contact the EDD for your state to acquire this data.

All QuickBooks Payroll plans accompany e-file and e-pay. At the point when you e-pay and e-file, you get an affirmation that your tax documents or installments have been submitted following you have made them. If for reasons unknown there was an issue with the receipt, you will have an affirmation with a date and time stamp to demonstrate that you filed and paid on schedule.

To e-file and e-settle your taxes, you’ll have to give bank data to the record you need to use for payroll charge installments. Click the green button that shows “How about we go” close to “Interface Your Bank” to begin

Read More: Print Bill Payment Stub QuickBooks 

7. Add Bank Account Details

You’ll get the chance to audit the business and chief official data you entered before in the setup interaction. Click the, in addition, to sign before “Add new financial balance” to enter your business financial records subtleties.

You’ll see a screen that rundowns different financial organizations. On the off chance that you don’t see yours recorded, enter it in the inquiry box, where “Bank of America” is displayed beneath. Then, at that point, select the comparing result.

8. Enter Your Online Bank Credentials

Enter the username and secret key you use to sign in to your web-based financial record. This will frame a solid association between your bank and QuickBooks Payroll and will permit it to check you’re approved to utilize the record.

When the record is effectively associated, it will pull up a rundown of all ledgers associated with that internet banking ID. Select the record you need to use for payroll exchanges (representative checks and taxes).

Then, at that point, you’ll get back to the screen with your business, chief official, and financial balance data rundown. However long you’ve entered all the data required, you’ll have the option to choose the “Acknowledge and Submit” button in the base right corner.

Now that your financial balance is effectively associated and prepared to make payroll charge installments, you simply need to give your virtual endorsement so QuickBooks Payroll can lawfully file your payroll tax documents.

9. Support Your Signature and Submit Authorization

  • Select “How about we go” to begin.
  • The Principal Officer’s first and last name will consequently populate on the off chance that you entered it before in the setup interaction. Select “Check” so the system can affirm contact data.
  • Enter your cell phone number and select “Proceed.”

You ought to get an instant message with a six-digit code you’ll have to enter. After you enter the right affirmation code, you’ll have the option to virtual sign your approval structures. Check the case displayed underneath to allow QuickBooks Payroll to give payroll services for your business’ benefit. Then, at that point, select “Done.”

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