Skip to content

E file is not working in QuickBooks Payroll

E file is not working in QuickBooks Payroll

In QuickBooks, the E file is not working in QuickBooks Payroll due to many causes. But to avoid this error, you have to update the latest Payroll version on-time or change the filling method.

Intuit provides a QuickBooks E-file service so that users can easily send payroll forms electronically. You can fill out both state and federal tax forms and send them to the appropriate tax agency. Also, payments can be sent via this service. All you need to do is calculate the amount you need to pay to the particular agency and hit send.

Why isn’t E file is not working in QuickBooks Payroll?

Users have sometimes noticed that the option for E-file is disabled and greyed out. This can happen due to myriad reasons. One of the most common reasons is an un-updated QuickBooks Payroll. Also, users need to select E-file as the default filing method. So let’s get started by configuring the correct options so that E-file is once again enabled on your Payroll software.

How to fix E file is not working in QuickBooks Payroll

Follow the below-mentioned troubleshooting steps as recommended by certified pro consultants:

  • Update QuickBooks Payroll to the latest version
  • Change the filing method to E-file in QuickBooks Payroll

We will follow two methods to re-enable E-file in QuickBooks Payroll. Firstly, we will update the payroll software to the latest version and then proceed to configure settings for E-filing.

Solution 1: Update QuickBooks Payroll to the latest version

Use the Steps Below to Update QuickBooks Payroll to the Latest Version:

  • Log into QuickBooks Payroll.
  • Click on Employees from the menu.
  • Click on Get Payroll Updates.
  • Select Download Entire Payroll Update.
  • Click on Update.
  • Click ok on the confirmation window.
  • Close the window for Payroll Update News.

QuickBooks Payroll has successfully been updated. You can also enable automatic updates for QB Payroll. Every Time a new update would be released, it would be installed instantly on your system. This will equip your payroll software with the latest tax tables, withholding tables, and state and federal tax forms. Now open QB and check the option for E-file. If it is still grayed out, then we need to configure the settings correctly for E-file in QuickBooks Payroll.

Solution 2: To change the filing method to E-file in QuickBooks Payroll:

Use the Steps to Change the Filing Method to E-File in QuickBooks Payroll:

  • Log into QuickBooks Payroll.
  • Click on Employees from the menu.
  • Click on the form for which you want to change the setting.
  • Hit Process Payroll Forms.
  • In the new window, click on the tab reading File Forms.
  • Click on Change Filing Method, provided under Other Activities.
  • Click on the particular tax form that you want to make the edit for.
  • Click on Edit.
  • Under Filing Methods, click on E-file.
  • Click on Finish.

Repeat the steps for all forms that are to be associated with E-file. Now open QuickBooks Payroll. The option for E-file would have been enabled.

How to set up QuickBooks Desktop Payroll E-File and E-Pay:

You must finish a few setup tasks before you can use e-file and e-pay in QuickBooks Desktop Payroll Enhanced.

Step 1: Understanding State File and Pay Methods in QuickBooks.

Each state tax has a unique procedure for filing forms in QuickBooks and paying taxes. A few definitions are provided below to help the user understand the various methods.

 E-file and E-pay together: E-filing and e-payment are created in the same step and sent to the state agency simultaneously.

 E-file and E-pay separately: Two distinct actions can be taken and sent to the state agency at different times. These actions are E-filing and E-Payment.

 Only E-file: Users can only e-file the form; e-pay cannot be used to make tax payments. The tax payment can be created by the user and printed out to send to the state agency.

 Only E-pay: The user can only e-pay their taxes online; they cannot, however, e-file the paperwork. Users can complete and print the tax form for submission to the state agency.

Step 2: Apply with your state agencies.

The user must register with the State Withholding and State Unemployment Insurance tax agencies to pay taxes and submit forms if they haven’t already. The agencies will provide the user with an account number, tax rates, the frequency of deposits, and, if necessary, login information for their websites’ payment and form-filling functionality.

Step 3: Setting up scheduled payments in QuickBooks.

In QuickBooks, scheduled payments help the user remember when the payroll taxes are due so they don’t forget to make a payment. Even if a user is unable to use e-payments in QuickBooks, scheduled payments can still be set up.

  1.  Edit Payment Due Dates/Methods after selecting Employees, Payroll Taxes, and Liabilities.
  2.  Decide on Scheduled payments.
  3.  Select Edit for the state tax user whose schedule you first want to create.
  4.  Select Check or E-pay under “Payment Method.”
  5.  You should type the state account number.
  6.  Select the Payment Frequency that has been offered to the user by the state agency.
  7.  For each state tax, follow steps 3-6 again. After you’re done, select Continue.
  8.  When tracking e-payments in QuickBooks, select Edit after selecting the bank account. This will make it easier to match the user’s bank account to the registration information provided to state agencies.
  9.  Enter or double-check the Account and Routing numbers, then select Finish.
  10.  Check your enrollment with the state agencies to ensure you are eligible for e-payments. The user may choose to print the data if necessary, before closing the Enrolments window.
  11.  When you’re done, select Finish.

Step 4: Set up the E-file in QuickBooks.

  1. You must configure this if the user wants to electronically file payroll tax forms with QuickBooks.
  2. Choose Employees, then select Payroll Centre.
  3. Manage Filing Methods can be selected from the Other Activities section of the File Forms tab.
  4. Click on ‘Continue’.
  5. Then select Edit after selecting the state form you wish to electronically file.
  6. Click on Finish after selecting e-file.
  7. Steps 4-5 should be repeated for every state form.
  8. Select Finish after you are finished.

Respond to e-pay and e-file rejections for payroll:

Learn the cause of the rejection of your e-filed tax form or e-paid tax payment and how to resolve it.

Don’t worry if you saw a message in QuickBooks or a notice from the IRS or a state agency saying that your electronic tax filing or electronic payment was declined.  We’ll explain why it happened and how to fix it so you can send it again.

The following reasons could have led to the rejection of your form of payment:

Duplicate Tax filing:

This means that two tax forms containing your information for the same period were received by the IRS or a state agency.  This typically occurs when you use multiple payroll providers in a single quarter and forget to cancel one of them.

Invalid or incorrect account number:

This indicates that the federal Employer Identification Number (EIN) or state account numbers listed in QuickBooks are incorrect and do not correspond to the information that the relevant authorities have on record for your company.

QuickBooks Online Payroll:

  1.   To find the correct EIN or state account number, speak with the IRS or the relevant state agency. 
  2.   If your EIN or state account number needs to be updated in QuickBooks, get in touch with payroll support.
  3.   Resend your payroll tax forms if your tax form was turned down. Contact us if the resend option is not available.
  4.   If your tax payment was turned down, get in touch with the appropriate state or federal agency to transfer the funds to the right account number.

The schedule for tax deposit or filing is incorrect:

This indicates that the organization altered your state or IRS tax filing or deposit schedule, causing the payment or form to be sent at the incorrect time.

Payroll via QuickBooks Online:

  1.  To obtain your correct schedule, and form, and learn whether any additional payments are required, get in touch with the IRS or the relevant state agency.
  2.  Update your QuickBooks payment or filing schedule.
  3.  Send the appropriate form or payment, if necessary.

The form was delivered too soon:

When attempting to e-file or e-pay before the filing period closes, some agencies won’t accept your early filings or payments. Send your submission or payment again nearer the deadline.

Payroll software for QuickBooks:

If the users have chosen to have us file their tax returns and have finished the e-file and e-pay enrollment, QuickBooks Online Payroll will naturally generate and process various payroll tax forms.

Users are required to manage their tax filings and payments in the Payroll Tax Centre if they have chosen not to use automatic tax payments and form filing status, or if they have not finished the e-file and e-pay enrollment. QuickBooks Online Payroll provides users with all the necessary instructions so they can make the payment and file payroll taxes on their own.

Any e-file and e-pay setup tasks on the To-Do List must be finished to receive automated tax payments and form filings or to be permitted to start making payments and filings electronically using QuickBooks. Performing a To-Do List check

  1.  Navigate to Payroll and then select Overview.
  2.  To complete the tasks or fill in the gaps, follow the on-screen instructions. It might be necessary to enter tax data or to add a bank account.

How to change your QuickBooks tax payment options:

Steps to set up supported payroll taxes as recurring e-pay payments:

  1. Select Payroll Centre from the Employees menu.
  2. Click the Related Payment link in the Pay Scheduled Liabilities section.
  3. Select Edit Payment Due Dates/Methods from the Activities drop-down menu.
  4. Payroll Setup is loaded by QuickBooks so you can follow the instructions for configuring e-payments.
  5. Select the scheduled payment you want to make using e-pay in the Payroll Setup interview and click Edit. Change the payment method from Check to E-pay in the Edit Payment Schedule window, then click Finish.

    How do I begin using e-pay and e-file?
    • For each payment, you want to convert to electronic payment, repeat steps 3 and 4.
    • Click Continue to proceed to the E-pay accounts step once you’re done.
  6. Click Edit after selecting the bank account you want to use for e-payments.
  7. Enter the account and routing numbers for the bank account from which you want to make e-payments in the Edit Bank Account window, then click Finish.
    • To proceed to the Enrolments step, click Continue.
  8. Choose any state agencies for which you haven’t yet enrolled in the View Enrollments window, and then adhere to the enrollment guidelines.

Modify QuickBooks’ tax form filing procedures:

To configure supported tax forms for electronic filing:

  1. Select Payroll Centre from the Employees menu.
  2.  Select Edit Filing Methods from the Related Form Activities drop-down menu in the File Tax Forms section.
  3. Payroll Setup is loaded by QuickBooks so you can follow the instructions for configuring e-payments.
  4.  Select Continue in the Payroll Setup interview. The Filing Methods window for the first form in the list of forms you file is displayed by Payroll Setup.
  5. Change the filing method from Print and Mail to E-file if you want to electronically submit this form.
  6.  Click Next, change the filing method if you want to e-file, and then repeat the process until you have gone through all your tax forms.
  7. Click Cancel to view a list of your tax forms and select the one you want to change if you only want to e-file a few of your tax forms.
  8. Click Finish after making a filing method change. Repeat as necessary to modify the filing procedure for the forms you want to e-file. Click Continue after that.
  9. To return to the Payroll Setup Enrollments step if you have already signed up with the IRS for electronic filing, click Cancel.


  1. How would I set up forms for E-file on QuickBooks desktop?

    To e-file your state tax forms from QuickBooks Desktop: Firstly, choose the Employees, then click on the  Payroll Tax Forms and W-2s, and also choose Process Payroll Forms. Then, go to the state form in the company file and choose the “Create form” option. Then, open the documenting period and click on the OK button, and proceed further with the NEXT click to review all pages.

  2. How would I set up E-pay on QuickBooks desktop?

    To set up the schedule of e-payments, choose  Employees, then go to the  Payroll Center. In the Payroll Center, open the Pay Liabilities tab. Hit the click on “Continue” and choose a scheduled tax payment. In the Payment (deposit) method alternatives, choose E-pay and click on Finish to close the program.

  3. Why am I unable to work with QuickBooks Payroll?

    The first thing you have to do to clear the cache and cookies in your web browser is to remove all stored files. These stored files can cause bugs in QuickBooks and other sites. Follow how to clear them: Clear cache and cookies to fix issues when utilizing.

  4.  How do I sign up for a new state for e-services?

    This is how:
    Type in the new state’s details.
    1. Re-do the E-File & Pay enrollment process. For your product, follow the above instructions.
    2. You may occasionally need to send additional forms. Send the forms to us by contacting us. To contact payroll support, choose Contact Us from the Help section in your online payroll.
    3. When you can electronically file and pay taxes for the new state, you’ll get a notification via email. Note that each state has a different lead time for enrollment.

  5. In QuickBooks, how do I e-file a state tax form?

    You must configure this if the user wants to electronically file payroll tax forms with QuickBooks. Pick Employees, then Payroll Centre. Manage Filing Methods can be selected from the Other Activities section of the File Forms tab. Pick Continue. After selecting the state form, you want to electronically file, select Edit. After selecting e-file, select Finish.

  6. Can someone use QuickBooks to electronically file a state unemployment claim?

    QuickBooks users are unable to submit forms electronically or pay taxes online. To send to the state agencies, the user of QuickBooks can create and print checks and state tax forms. Make the file for upload: A State Unemployment file can be created in QuickBooks and manually uploaded to the state agency by a variety of users of the QuickBooks service.

Speak to A Specialist about QuickBooks Software

Headache🥺. Huh, Save time & money with QuickBooks Support 24×7 @ +1/, we provide assistance to those who face problems while using QuickBooks (Support all U.S. & Canada Editions)

--- Support - We provide solutions for the following QuickBooks (Pro, Premier, Accountant, Enterprise, Payroll, Cloud) ---

  • Error Support
  • Data Import
  • Data Conversion
  • Payment Solutions
  • Upgradation
  • Payroll Support
  • Data Export
  • Software Integration
  • QuickBooks Printer Support
  • Complete QuickBooks Solutions
  • Tax-Related Issues
  • Data Damage Recovery
  • Installation, Activation Help
  • QuickBooks Windows Support

Disclaimer : We are a third party agency working on providing authentic support and full fledged services for for accounting software QuickBooks 2018 version. It is one of… Read more