Quick Guide: Conquer Your Form 941 in QuickBooks

This is the ultimate cheat sheet for the Form 941, the Employer’s Quarterly Federal Tax Return, and how QuickBooks Online Payroll helps you manage it.

The 941 Basics

• What it is: The Form 941 is how you report and pay federal income tax, Social Security tax, and Medicare tax withheld from employee checks (plus your employer match).
• Key Quarterly Deadlines:
• Q1 (Jan-Mar): April 30
• Q2 (Apr-Jun): July 31
• Q3 (Jul-Sep): October 31
• Q4 (Oct-Dec): January 31

Critical: Set Up Automatic Filing

The best way to handle the 941 is to turn on automation.

1. Go to Settings Gear Icon → Payroll Settings.
2. In Taxes and Forms, choose Automate Taxes and Forms.
3. Click Save.

Must-Do Setup Tasks

After turning on automation, check the Automate Taxes widget on your Payroll Overview to complete these mandatory steps:

• Bank Connection: Provide your business and principal officer details (SSN, DOB) and bank info for tax payments.
• Tax Info: Enter your FEIN, Deposit Frequency, and Rates.
• E-sign Forms: The Principal Officer must electronically sign authorization forms.

Heads Up: Ensure funds are available in your bank account on the payment date! The IRS withdraws the money directly.

What if I get a Tax Notice?

Don't panic! Send it to the right place immediately:

• Notice is about Form 941, W-2s, or State/Local Withholding? → Send it to Intuit. (We handle these and can provide proof of filing.)
• Notice is about Sales Tax, Corporate Income Tax, or Franchise Tax? → Send it to your Accountant. (QuickBooks Payroll doesn't handle these.)

Learn More!

Ready to dive deeper and get those Q4 forms lined up?

Tune in to our next Answer Room segment on October 15th where we’ll be discussing Form 941, payment processes, and key payroll tax deadlines. Don't miss out!