File QuickBooks Form 941 Accurately & Prevent IRS Penalties

QuickBooks Form 941 is also known as the Employer’s Quarterly Federal Tax Return, which is filed by every employer with the IRS to report federal payroll taxes. Moreover, this form is also used for reporting wages paid, tips received, federal tax withheld, equal share of the employer’s and employee’s Social Security and Medicare taxes. However, it is essential to file this form to ensure proper tax withholding and accurate reporting to the IRS. Additionally, it is mandatory that the form be filed by the last day of the month following the end of every quarter. In this blog will provide you with clear insight on filing, how to file, and print the Form 941 easily.

Table of Contents

Who Are Eligible to File QuickBooks Form 941?

Non-agricultural businesses that owe above $1000 in total federal taxes, including the Federal Withholding, Social Security, and Medicare. However, the employers have to file the Form 941 quarterly for reporting the following things:

The federal income tax withheld
Tips that you got from your employees
How much in wages have you paid to the employees
Also, you have to mention the share of both the employer and employee for the Social Security and Medicare Taxes.

How to Identify Whether You Are a Semi-Weekly or Monthly Depositor?

The Form 941 is presently available for QuickBooks Online Payroll and QuickBooks Desktop Payroll products. However, the lookback period for Tax Year 2023 is July 1, 2021- June 30, 2022.

To find out whether you are a semi-weekly or monthly depositor, have a look at the table below.

Deposit Schedule	Threshold for each deposit schedule
Semi-Weekly	Businesses who report above $50,000 in taxes throughout the lookback period.
Monthly	Businesses who report for earnings below $50,000 in taxes throughout the lookback period.

Due Dates For Filing the 941 Form in QuickBooks

The employers must assure that the 941 Form in QuickBooks is filed at the end of the month, following the end of the quarter.

Jan 1 to Mar	04/01/30
Apr 1 to Jun 30	07/01/31
July 1 to Sep 30	10/01/31
Oct 1 to Dec 31	01/01/31

Note: In case the due date for filing the Form 941 falls on Saturday, Sunday or legal holiday, you can file it on a next business day.

From Where Do I find Form 941 in QuickBooks?

The steps to locate the Form 941 in QuickBooks may vary depending on the payroll subscription you have purchased. We have provided the complete steps for all the payroll subscriptions; check them out.

Finding Form 941 in QB Desktop Payroll Standard & Enhanced

Below, we have provided the steps to get the Form 941 in QuickBooks Desktop Payroll Standard and Enhanced.

Initially, look beneath the Employees tab, hit the Payroll Center, and hit the File Forms tab.
After this, look beneath the Saved Filings tab, browse to the Filing History section to find any previous forms.
Now, tap on the form 941 QuickBooks online right beneath the Saved PDF column to review the form.

Find the Form 941 in QuickBooks Desktop Payroll Assisted

Go through the steps below to find Form 941 in QuickBooks Desktop Payroll Assisted.

In the beginning, look beneath the Employees tab and choose the Payroll Center tab.
After this, pick the File Forms tab and tap on the View/Print Form W-2.
Now, you must provide the Payroll PIN within the Payroll Tax Center window.

Now enter Payroll PIN in the Payroll Tax Center window and click on OK.

Once all the changes are done, hit the OK tab.
At last, hit the File Forms tab and choose the Form 941 to view it.

How to Find Form 941 in QuickBooks Online Payroll Enhanced?

Below, we have provided the steps to locate the Form 941 in QuickBooks Online Payroll Enhanced Edition.

Initially, browse to the Taxes tab and choose the Payroll Tax tab.
Afterwards, from the Quarterly Forms or Annual Forms section, pick the View Archived Forms. Then, hit the Form 941 from the list of options available.
Furthermore, pick the View for each Form 941 tab.

How to Find Form 941 in QuickBooks Online Payroll Core, Premium, Elite & Full-Service?

The following are the steps to find Form 941 in QuickBooks Online Payroll Core, Premium, Elite, and Full Service applications.

Initially, tap on the Taxes tab from the left menu and choose the Payroll Tax.
After this, choose the Download tab under the Forms section and click the Form 941 for the respective year.

Here’s How to E-File & E-Pay in QuickBooks Desktop Payroll Enhanced

For filing the Federal 941 Form, you are required to set up for e-file and e-pay in QuickBooks Desktop Payroll Enhanced. Herein, we have provided you with a complete procedure; let’s follow it closely.

Create-Form-QuickBooks-Form-941-BizBooksAdvice

1. Enroll & Set Up the Federal Taxes E-Payment

Let’s have a look at the essential information you require to enroll and set up for the federal taxes.

Step 1: Enroll in the IRS Electronic Federal Tax Payment System (EFTPS)

It is essential for the taxpayers to enroll in the Electronic Federal Tax Payment System once. To check whether you have already enrolled, you can ask the IRS.

Enrollment when the business started after 2011

It is suggested that businesses must enroll once in the EFTPS. For checking for any enrollment queries, contact the IRS.

Enrollment for the business started before 2011

Initially, reach out to the official EFTPS. Go to the government website and then click the Enrollment tab.
After this, carry on with the following instructions for submitting the enrollment.
As a result, you will get a PIN along with the enrollment number within 7 to 10 business days through mail.
- Note: In order to make the payment before getting the PIN, you have to contact the IRS within two business days after completing the enrollment. If the information matches the IRS records, then the agent will take your payment. But the agent won’t provide you with the PIN over the call for security purposes.

Learn More:- QuickBooks Invoices Not Printing Correctly? Solve It Now

After getting the valid EFTPS PIN, you must implement the steps below.

You have to visit the EFTPS. Go to the Govt website and then hit the Login tab.
Next, you must mention the relevant details required. The information includes four digits of the EFTPS PIN, bank account, or the last eight digits of the enrollment number. Later on, go ahead and create the password.

Step 2: Schedule & Set Up the Tax Payments to E-Pay

In the beginning, access the QuickBooks Desktop program and head to the Employees menu.
Afterwards, pick the Payroll Taxes & Liabilities and then click the Edit Payment Due Dates/Methods option.
You must alter the payment method as per your convenience for e-paying.
Now, opt for the payment frequency and tap on the E-Pay Accounts tab.
Thereon, choose the Account Type and verify that the bank details are appropriate.
After providing all the details correctly, select the Finish tab.

A. Enroll & Setup E-File

Now, you have to enroll and then set up the e-file for filing the Form 941 in QuickBooks.

Step 1: Set Up the Federal Filing Method

Begin the process by choosing the Employees menu and then hitting the Payroll Tax Forms & W-2s.
Following this, choose the Process Payroll Forms > Manage Filing Methods from the Other Activities List.
You must head to the Filing Methods option and choose a federal Form 441. Later on, go ahead by tapping on the Edit tab.
Now, all you require is to pick the Filing As Responsible Individual (Owner/Partner/Corporate Officer) for a single FEIN below the section ” Select how you want to file the form.
Thereon, hit the E-File and then the Finish tab to complete the process.

Step 2: Enrollment in the IRS E-File Program

In the beginning, look beneath the Filing Methods screen and click the Enrollments tab.
After this, choose the IRS tab and click the Edit menu.
Now, move further by following the steps presented on the screen. Then, verify the EIN and provide the company’s legal name and the complete address.
Furthermore, mention the name, job title, email address, and contact details regarding the person the IRS can connect with regarding the enrollment.
Next, when the changes are done accurately, tap on the Send Informative tab.

B. E-Pay Your Federal Taxes

To review that the federal payments are made on time, consider some important points.

If your federal tax liability crosses $100,000 within a liability period, you can make the payment via the IRS EFTPS Website within the next banking day.
Also, verify that the e-payments must be done before 5:00 PM PT, two days before the due date. If the e-payment is done after this time, then you can make the payment through the IRS EFTPS website.

2.1 Making the E-Payments in QuickBooks Desktop

Initially, head to the Employees menu and click the Payroll Center tab.
After this, browse to the Pay Liabilities tab and opt for the liability to pay tab.
Now, click on the View/Pay button and verify that the liability details are provided properly.
You are supposed to hit the E-Pay option for providing the 4-digit of the EFTPS PIN as well as other login details.
After providing all the details correctly, hit the Submit tab.
Furthermore, start printing the confirmation notice. Within this notice, you will obtain all the details mentioning that Intuit has received your request, and it will be submitted to e-payment to the right agency.
Conclude the process by clicking the Close button, and then it will send you a confirmation mail within 24-48 hours.

C. E-Filing of the Federal Forms

Start the process by accessing the QuickBooks application and then going to the Employees menu.
Following this, browse to the Payroll Tax Forms and W-2s option. Then, click the Process Payroll Forms tab.
After this, select the federal form that you want to file from the list of options.
Now, choose the Create Form option and then pick the form filing period.
You must click the OK tab and verify every part of the form. Alternatively, you must hit the Check for errors and then do the necessary corrections.
Once all the modifications are done, click the Submit Form tab and click the E-File option.
Now, you must mention the 10 digits of the IRS E-File PIN and proceed further by following the on-screen instructions.
Once you are all set doing the e-filing and e-paying the federal tax forms, it will send you a confirmation email within 24-48 hours. Furthermore, you can also verify the status of e-filing and e-paying in the QuickBooks Desktop Payroll Enhanced application.

Learn More:- QuickBooks Online Payroll Subscription: A Detailed Guide

Here’s How to File Form 941 in QuickBooks Online Payroll Smoothly

Once you find yourself as a Reporting Agent and are authorized to e-file returns, you can generate and submit Form 941 at the end of the client.

1.1 Managing the Tax Payments & Filings Automatically or Electronically

Perform the steps below so that QuickBooks can pay your taxes and file forms automatically. You can also file the form electronically in QuickBooks.

Step 1: Review & Modify Your Taxes And Forms Preference

Start the process, head to the Settings icon, and click the Payroll Settings tab.
After this, browse to the Edit tab from the Taxes and Forms section.
Now, review or pick any one of the following options.
- If you select the QuickBooks application to pay the taxes and file the forms automatically, go with the Automate Taxes and Forms tab.
- On the other side, if you want to pay and file in QuickBooks electronically, head to the I’ll initiate payments and filings using QuickBooks.
Once you are all sorted with the changes, click the Save tab and choose the Done tab to complete the process.

Step 2: Examine the Automate Taxes Widget For Tasks that you want to complete

Herein, the automated taxes widget will provide you with the in-depth details for each tax.

In the beginning, try signing in to your QuickBooks Online account.
Afterwards, pick the Finish Up option from the Automate Taxes.
Following this, check that the Status and Who pays & files columns for each tax.
If you notice the warnings in the status, click the Action Link tab.
All you need is to accomplish the task if necessary. If you need any further guidance regarding the particular task, perform the following steps.

1.2 Start Paying & File Your Taxes, as well as Filing Yourself

Proceed with the following steps to verify that QuickBooks can easily identify the tax amounts and populate Form 941. You may also create the payments and filings in QuickBooks for sending them to agencies.

Step1: Examine & Modify Your Taxes & Forms Preference

Tap on the Settings icon and click the Payroll Settings option.
After this, choose the Edit tab from the Taxes and Forms section.
Thereon, verify if you want to modify your taxes and filing yourself, opt for the I’ll pay and file ” option with the right agencies via website or by mail.
Once you are done making the changes, click the Save and tap on Done to accomplish the task.

Step 2: Completing the Tax Setup Tasks

In order to set up the where to find form 941 in QuickBooks online, it is necessary to mention the tax rates.

If you need to print any tax forms through QuickBooks to send them to the agencies, then you must insert the account numbers. Along with this, you need to provide how often you pay your taxes.
On the other side, if you aren’t able to obtain the tax info, check out the State Agency websites. Furthermore, you can register and verify the details or link with the state agency directly.

If your business isn’t subject to a tax, then you don’t need to mention the account number and have to click 0 for the tax rate.

Here’s How to Print 841 Form in QuickBooks Using Simple Steps

Stage 1: If you have already filed the form, you can review and print it in the Filing Forms tab

Initially, move to the Employees menu and hit the Payroll Forms & W-2s, followed by the Process Payroll Forms.
Afterwards, once you are on the File Forms tab, head to the Filing History section.
Next, start browsing for the federal or state form you wish to print from the list.
At last, click on the link provided beneath the SAVED PDF column to access your Form 941.

Stage 2: If you haven’t filed the 941 Forms, you can print in the process of filing the form in Manage Filing Methods

Primarily, you must pick the Employees menu and click the Payroll Forms & W-2s option.
Afterwards, browse to the Process Payroll Forms and hit the Manage Filing Methods from the File Forms tab.
Thereon, tap on the Filing Methods, and choose the Federal Form 941. Then, proceed further by hitting the Continue tab.
Now, do as per the guidelines illustrated on the screen to complete the process.
Furthermore, you wish to choose the Print Your Records or Save as PDF tab to establish a copy of Form 941.

Print Your Records or Save as PDF tab-BizBooksAdvice

At last, click the Save and then the Close tab to accomplish the task.

Does QuickBooks Online Payroll support filing the Form 8974?

As per the latest updates, the QuickBooks Online Payroll won’t support filing the Form 8974 for small businesses any longer. For that, you have to let your accountant manually file the previous tax year outside QuickBooks according to your state or designated agency.

However, all you require is to record a deposit for the refunds that you got from the small business. For that, you must carry on with the following steps.

In the beginning, tap on the + New tab and click the Bank Deposit tab.
After this, pick the account in which you want to put the money by clicking on the Account drop-down arrow.
Next, tick either the Close and Save or Save and New tab.

Find How to View Form 941 in QuickBooks Desktop Payroll Enhanced

Start the process by accessing the Employees menu and clicking the Payroll Center tab.
After this, pick the File Forms tab > Save Filings or E-Filings tab beneath the Filing History.
Now, you must view the form by choosing it.

Find how to View Form 941 in QuickBooks Online Payroll

Initially, access the Taxes tab and then click the payroll Tax.
After this, tap on the Quarterly Forms or View and Print Archived Forms beneath the Forms to get the archived forms from prior periods.
Now, pick the 941 Link and hit the Preview tab.
Complete the process by downloading the form in PDF format or printing it.

Conclusion

So, we ensure that this detailed guide will walk you through the filing and printing of QuickBooks Form 941. Thus, it prevents you from making any mistakes while filing the forms. Furthermore, if you still have any confusion or require any guidance, feel free to connect with our specialized QB professionals. They will guide you in the best possible manner to address all your queries smoothly.

Frequently Asked Questions (FAQ’s):-

Question 1: What steps must you perform to get a 941 report in QuickBooks?

Ans. To obtain a 941 report in QuickBooks, you must carry out the following steps.

Primarily, log in to the QuickBooks application and head to the Taxes menu.
After this, choose the Payroll Tax > Quarterly Forms and then hit the 941 Form tab.
Now, choose the period by hitting the drop-down arrow and then click the View tab.

Question 2: How can you amend 941 in QuickBooks Desktop?

Ans. The following are the steps you must perform to amend 941 in QuickBooks Desktop.

Firstly, head to the Employees menu and choose the Payroll Tax Forms & W-2s.
After this, pick the 941 Form and pick the period for which you wish to amend.
Thereon, do the required changes to the form as per your preferences.
At last, try printing the amended form and then submit it to the IRS.

Question 3: Why does 941 not match with payroll?

Ans. Form 941 won’t match the Liability Report if the FICA or Medicare tax amounts aren’t changed on a paycheck.

Question 4: How to obtain the Form 941 in QuickBooks Online?

Ans. The following are the steps that you must perform to get the Form 941 in QuickBooks Online.

Initially, you must sign in to their QuickBooks Online account and then head to the Taxes tab.
After this, move to the Payroll Tax > Quarterly Forms and choose the Forms 941.
Thereon, pick the period by tapping on the drop-down arrow and click the View tab.

Question 5: What do you understand by 941 Schedule B?

Ans. Schedule B, which mainly comprises the Form 941, is used to report the employer’s tax liability for federal income taxes withheld from employees. Moreover, it also comprises the employer’s share of the Social Security and Medicare taxes withheld throughout the year.

About The Author

Jonathan Browns

Jonathan Brown is a trained QuickBooks professional with 10 years of experience in the accounting sector. Moreover, he is passionate about helping businesses reduce the stress of managing accounts. Also, he is proficient in assisting entrepreneurs and small business owners to use QuickBooks and enhance their accounting experience.

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