Efile

E-file and print tax forms in QuickBooks Online

We understand that filing tax forms accurately and on time is a critical part of managing your business. QuickBooks Online supports e-filing and printing for several federal and state forms directly from the application. This guide covers how to set up e-filing, manage W-2s and 1099s, and handle common filing requirements.

Set up e-filing for federal forms

To e-file forms such as 941, 940, and 944, you must have an active payroll subscription and an IRS-issued 10-digit PIN.

1. Apply for your PIN: If you do not have a PIN, you can apply for it directly through the IRS. The IRS mails this PIN to you, so be sure to allow enough time for delivery before your filing deadline.
2. Enter your PIN in QuickBooks:
   • Go to Settings (the gear icon) and select Payroll Settings.
   • Under the Taxes section, select Federal Taxes.
   • Choose Electronic Filing (or Filing Methods) and enter your 10-digit PIN when prompted.
3. Verify availability: The IRS sets specific windows for when e-filing opens and closes for the year. If the e-file option is not available, check the IRS website or the QuickBooks Payroll Tax Center for the current processing dates.

Print W-2s and W-3s

You can print W-2 and W-3 forms on plain paper using QuickBooks Online, provided you use the correct formatting required by the Social Security Administration (SSA).

• Plain paper printing: We support printing W-2s and W-3s on standard blank paper (perforated paper is not required).
• Government requirements: Ensure your print settings are configured to match the SSA layout requirements. You can verify these settings in the Payroll Tax Center under the W-2s tab.

E-file and print 1099s

QuickBooks Online allows you to prepare and e-file 1099-NEC (formerly 1099-MISC) forms. We currently support e-filing for 1099-NEC; other 1099 variations, such as 1099-INT, must be filed using third-party software or directly with the IRS.

• E-file 1099-NEC: You can file these forms electronically through our integration with Intuit’s 1099 e-file service.
• Print 1099s: Unlike W-2s, the IRS generally requires that 1099 forms be printed on specific red-ink laser forms if you are filing by mail. You cannot file 1099s on plain paper via mail.
• Vendor name changes: If a vendor has changed their name but retains the same Tax ID (SSN/EIN), ensure the vendor profile in QuickBooks is updated. When reviewing your 1099s before filing, you can edit the details to ensure the correct name is associated with the payment.

State payroll form filing

When filing quarterly state forms (such as the NYS-45), ensure your date ranges are accurate to avoid processing errors.

• Annual reporting: Some state forms require the 4th quarter filing to reflect the entire year’s data (January 1 through December 31), rather than just the final quarter (October 1 through December 31).
• Correcting errors: If you receive an error regarding future quarters or date ranges, check your state’s specific guidelines. Adjust the reporting period in the form preparation window to cover the full tax year if required by that specific state form.