Filing Form 940 in QuickBooks can feel overwhelming, especially when unexpected errors appear right before submission. This annual federal unemployment tax return must be filed accurately, and errors in the process can lead to delays or incorrect filings. Whether you use QuickBooks Desktop or QuickBooks Online, understanding how to manage and fix Form 940 issues ensures your business remains compliant and stress-free.
If you find yourself stuck while preparing or submitting Form 940 in QuickBooks, don’t worry—this guide walks you through common issues, practical fixes, and expert tips to keep your payroll tax filing running smoothly. For personalized guidance, you can reach certified QuickBooks experts anytime at +1-866-408-0444.
Understanding Form 940 in QuickBooks
Form 940 is an IRS document used to report and pay federal unemployment taxes (FUTA). In QuickBooks, this form is generated automatically based on your payroll data. Both QuickBooks Desktop and QuickBooks Online versions offer built-in automation to calculate tax liabilities, generate reports, and e-file the return.
Managing Form 940 in QuickBooks Desktop or Form 940 in QuickBooks Online accurately ensures that all employee wage data aligns correctly with the IRS requirements. Errors generally occur due to incorrectly set up tax accounts, outdated payroll updates, or data mismatches between employee records and tax tables.
If any confusion arises while configuring payroll settings or downloading the latest forms, you can contact +1-866-408-0444 for immediate help and guided resolution.
Common Form 940 Problems in QuickBooks
Even though QuickBooks simplifies payroll tax filing, several common issues can surface while preparing Form 940. Recognizing these early helps you correct them efficiently.
1. Incorrect FUTA Tax Calculation
A common issue occurs when QuickBooks miscalculates FUTA tax. This usually happens because of:
Outdated payroll tax tables
Incorrect wage limit configuration
Employees marked exempt from FUTA in error
To fix this, ensure your payroll update is current, verify employee tax setups, and check the FUTA wage limit under Payroll Settings.
2. Missing or Incorrect Employer Identification Number (EIN)
QuickBooks requires the correct EIN for filing. If your EIN is missing, incomplete, or mismatched with IRS records, QuickBooks will not allow submission. Update your company file with the correct EIN in the Company Information window.
3. Outdated Payroll Update or Tax Tables
If you are unable to generate Form 940 in QuickBooks Desktop, it often signals a missing payroll update. Navigate to Employees > Get Payroll Updates > Download Entire Update to ensure all tax rates are up to date.
If you continue facing issues, call +1-866-408-0444 for quick troubleshooting assistance.
4. Form Not Opening or Printing Issues
Some users experience problems when trying to print Form 940 in QuickBooks Desktop or export it to PDF. This could stem from incompatible printer drivers, corrupted installation files, or permission restrictions. Reinstalling the printer driver or running QuickBooks as Administrator can usually fix the issue.
5. Error Messages During Form Generation
Errors like “Form not found,” “Invalid company data,” or “QuickBooks cannot complete this task” sometimes appear due to damaged company data. Use QuickBooks’ Verify and Rebuild Data tools to detect and fix file inconsistencies before reattempting the form creation.
Fixing Form 940 Issues Step-by-Step
Below is a systematic approach to fixing the most frequent Form 940 issues.
Step 1: Update QuickBooks and Payroll Tax Table
Updates ensure QuickBooks recognizes the latest FUTA tax rates and filing requirements.
In QuickBooks Desktop: Go to Employees > Get Payroll Updates > Download Updates.
In QuickBooks Online: Navigate to Payroll Settings > Federal Taxes > Update FUTA.
Step 2: Verify Employer and Payroll Details
Check that your EIN, business address, and filing period are correct. Even a small mismatch can block filing.
Step 3: Review Employee Wage and Tax Status
Ensure all eligible employees are marked correctly for FUTA. Open each employee profile and verify wage base limits under Payroll Info.
Step 4: Run Verify and Rebuild Data
This feature repairs corrupted data that may cause inconsistency with payroll reports:
Select File > Utilities > Verify Data.
If prompted with errors, choose Rebuild Data to correct automatically.
Step 5: Print Form 940 in QuickBooks Desktop
To print the form smoothly:
Open the Employees menu > Payroll Tax Forms > Process Payroll Forms.
Select Annual Form 940 and choose the appropriate year.
Continue to review and validate all entries, then print using your connected printer.
If you face printing or submission challenges, QuickBooks experts at +1-866-408-0444 can walk you through it in minutes.
Expert Tip: Keep Payroll Configurations Updated
Keeping your payroll subscription active and ensuring your software always runs the latest updates reduces filing issues significantly. Periodically verifying federal and state tax setups prevents data mismatch and incorrect wage calculations. Always review your Form 940 in QuickBooks before submission to avoid rejections.
Frequently Asked Questions
1. Why can’t I generate Form 940 in QuickBooks Desktop?This is often due to outdated payroll updates or corrupted company data. Make sure your tax tables are current and try verifying your data file.
2. How do I e-file Form 940 in QuickBooks Online?You can e-file by navigating to Payroll > Forms > Annual Forms and following the on-screen prompts for electronic submission.
3. Can I print Form 940 in QuickBooks Desktop for IRS submission?Yes. You can preview, download, or directly print Form 940 in QuickBooks Desktop once all information appears correct.
4. What if Form 940 entries don’t match my FUTA liability report?Double-check wage base limits and verify all employee classifications. For expert guidance, connect with QuickBooks professionals at +1-866-408-0444.
Final Thoughts
Troubleshooting Form 940 issues in QuickBooks doesn’t have to be difficult. By keeping your payroll updated, verifying key details, and following consistent review steps, you ensure accurate and timely filing. Whether you use QuickBooks Desktop or Online, these practices prevent costly tax errors and save valuable time.
For step-by-step assistance with your Form 940 process or filing questions, reach out today at +1-866-408-0444. Skilled QuickBooks experts can help you finalize your report correctly and ensure seamless tax compliance for your business.