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Set up your payroll tax payment due dates in QuickBooks

Set up your payroll tax payment due dates in QuickBooks

Making state payroll tax payments and filing the relevant state papers on time throughout the year is a vital activity. Users may pay taxes and file forms electronically in most states with the QuickBooks Desktop Payroll update. You can easily set up your payroll tax payment due dates in QuickBooks desktop payroll. This is the quickest and simplest approach to staying in compliance with state agencies.

What is QuickBooks Online Payroll

If users have chosen to have us file their payroll taxes and have finished the e-file and e-pay enrolment, QuickBooks Online Payroll will automatically produce and process various payroll tax forms.

Users must manage their tax files and payments in the Payroll Tax Center if they have chosen not to use automated tax payments and form filing status, or if they have not finished the e-file and e-pay enrollment process. QuickBooks Online Payroll provides users with all necessary information so they may make the payment and file payroll taxes on their own.

Complete any e-file and e-pay setup activities to obtain automated tax payments and form filings or to be permitted to start making payments and filings electronically using QuickBooks. 

  • Select Overview from the Payroll menu after navigating there.
  • Follow the instructions on-screen to complete the tasks or fill in the blanks. This could entail submitting tax information or creating a bank account.

Things to remember before setting up payroll tax due date

To ensure that your tax payments are made on schedule, you must add your federal 941 and state withholding deposit frequency in QuickBooks Desktop. If your frequency changes, you might also need to adjust them.

Step 1: Determine your depositor frequency

  • Federal taxes of 941: The IRS letter containing your new Federal Employer Identification Number also contains information on your deposit frequency (FEIN). Contact the IRS if you don’t have this letter.
  • State withholding tax: You ought to have gotten a payment coupon book with your deposit frequency if your state has withholding tax. Contact your state’s withholding agency if you didn’t receive one.

Step 2: Recognize the frequency of your tax deposits

The IRS offers monthly and semiweekly deposit options.

  • Depositors who pay biweekly – Your taxes are due on the third Wednesday after the date of your paycheck if it falls on a Wednesday, Thursday, or Friday.
  • Regular depositors –  If you deposit payroll taxes every month, you must pay them by the 15th day of the following month for the current month. You must deposit on the next banking day if the 15th falls on a weekend or a federal holiday.

To upload a file to your state using QuickBooks Desktop, follow these steps:

Follow the mentioned steps to upload a file to your state:

  1. Click on Employees, then Payroll Tax Forms and W-2s, and Create State SUI E-file 
  2. Select the continue option twice.
  3. Select your state from the Select State drop-down menu.
  4. Select Get QuickBooks Data, then OK.
  5. Fill up any gaps in the file with missing information or correct any inaccuracies.
  6. Select Start Interview from the QuickBooks Payroll State SUI E-file drop-down on the Add-Ins menu.
  7. Choose the appropriate option. I realized that I must evaluate my data and select Next after answering the following questions.
  8. Note the name and location of the file in your head. This is the document you’ll send to the government. Next should be selected.
  9. Check your answers by filling in the blanks.
  10. Continue to Next until you reach the End of Interview window, where you can choose Create State File.
  11. Choose OK.
  12. To save the Excel workbook for your records, select Yes. This isn’t the file you’ll submit to the government.
  13. Locate the file QuickBooks created for you in Step 8 and upload it to your state agency’s website.

Steps to set up your payroll tax payment due dates in QuickBooks desktop payroll

To remember when your taxes are due, create a payment schedule. Additionally, you can create a payment schedule for your state taxes and other debts.

  1. Select Payroll Center under Employees.
  2. The Pay Liabilities tab should be chosen. Select Change Payment Method under Other Activities.
  3. Select Schedule Payments in the QuickBooks Payroll Setup.
  4. Choose the tax obligation for which you wish to create a schedule.
  5. Choose Edit.
  6. Choose your schedule from the Payment Frequency dropdown.
  7. Next, select Finish.

How to create and print your tax payment:

To create and print the tax payment, follow the steps:

  1. Make a tax payment and print it.
  2. You can enter the money into QuickBooks for Federal tax payments. You’ll use the IRS website to send the payment electronically.
  3. You can write a check for state tax payments, print it, and mail it to the appropriate state offices.
  4. Select Scheduled Liabilities under Payroll Taxes and Liabilities, then select Employees.
  5. From the list, choose the tax you wish to pay, then click View/Pay. Review the taxes and payment amounts.
  6. Save & Close option.
  7. Select and print checks. 


Follow the simple steps stated in the post and you can easily set up your payroll tax payment due dates in QuickBooks Desktop. If any issue is reflected, connect with the team.

Frequently Asked Questions

  1. How do I change the payroll tax payment due date in the QuickBooks desktop payroll?

    You can change the setup date of your due payments in payroll. Just follow the steps:

    1. Select Payroll Settings from the Settings menu.
    2. Next to the federal or state tax deposit schedule, you want to change, click Edit.
    3. Change or create a new schedule.
    4. Choose a new deposit and filing schedule. After that, choose an effective date.
    5. Select OK and then Finish.

  2. How to set up my E-file in QuickBooks?

    Setup the E-file in QuickBooks by following the steps:

    1. You’ll need to set this up if the user can e-file your payroll tax forms in QuickBooks.
    2. Select Employees, then Payroll Center.
    3. Choose to Manage Filing Methods from the File Forms tab, under Other Activities.
    4. Click on Continue.
    5. Choose Edit after selecting the state form you want to e-file.
    6. Then select e-file and Finish.
    7. Steps 4-5 should be repeated for each state form.
    8. Choose Continue, then Finish after you’re finished.

  3. How can I create a payment in payroll enhanced?

    Payroll Enhanced allows you to create a payment. Follow the steps:

    1. Navigate to the Taxes & Forms section.
    2. Choose Pay Taxes from the drop-down menu.
    3. On the tax you want to pay, click Create Payment.
    4. Always select the earliest option, as this is the best time to pay taxes, and then select Approve.
    * The earliest payment date is the next available date. Two business days after you approve this tax payment, the next available payment date becomes available.
    * Others allow you to schedule the payment for a future date.
    * The most recent signifies that we’ll execute the payment for a deposit on the taxpayer’s real due date.
    5. After approval, the system will send you an e-payment confirmation.

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