Filing federal unemployment taxes can feel overwhelming, but QuickBooks Form 940 makes FUTA reporting easier for employers. Whether you’re using QuickBooks Desktop or QuickBooks Online Form 940, this guide walks you through how to prepare, review, print, and file Form 940 correctly—while avoiding common errors.
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If you’ve ever wondered where do I find Form 940 in QuickBooks or does QuickBooks file Form 940 automatically, this complete guide has you covered.
What Is Form 940 and Why It Matters
Form 940 is used to report Federal Unemployment Tax Act (FUTA) taxes. Employers must file it annually to report wages paid to employees and calculate FUTA liability.
QuickBooks simplifies this process by automatically pulling payroll data, which explains how QuickBooks populates Form 940 based on your payroll settings.
Does QuickBooks File Form 940?
Yes, but with limitations:
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QuickBooks Desktop Form 940 allows e-filing and printing.
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Form 940 QuickBooks Online can be prepared and printed, but e-filing may require a payroll subscription or third-party service.
Understanding your version is key before you file Form 940 in QuickBooks.
Where Do I Find Form 940 in QuickBooks?
QuickBooks Desktop
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Go to Employees
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Select Payroll Tax Forms & W-2s
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Click Process Payroll Forms
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Choose Annual Forms
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Select Form 940
This answers one of the most common questions: where do I find Form 940 in QuickBooks Desktop.
QuickBooks Online
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Go to Taxes
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Select Payroll Tax
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Choose Forms
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Locate Form 940
This is exactly where to find Form 940 in QuickBooks Online.
How to Fill Out QuickBooks Form 940 (Step-by-Step)
1. Verify Company & Payroll Information
Before preparing the form:
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Confirm EIN, business name, and address
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Ensure payroll tax settings are accurate
Incorrect setup often leads to QuickBooks Form 940 error messages.
2. Review FUTA Wages
QuickBooks automatically calculates FUTA wages:
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Gross wages
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FUTA-exempt payments
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State unemployment credits
This is how QuickBooks populates Form 940 using payroll history.
3. Adjust for State Credits
If you paid state unemployment taxes:
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Enter allowable credits
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Ensure the FUTA rate reflects these credits correctly
4. Review Tax Liability
QuickBooks calculates:
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FUTA taxable wages
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FUTA tax due
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Quarterly liability breakdown
Double-check totals before submission.
How to File Form 940 in QuickBooks Desktop
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Open Form 940
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Review all sections
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Click File Form
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Choose E-file or Print and Mail
This is the most direct way for those asking how to file 940 in QuickBooks Desktop.
How to Print Form 940 in QuickBooks
QuickBooks Desktop
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Open Form 940
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Click Print
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Choose printer or save as PDF
This explains how to print Form 940 in QuickBooks Desktop.
QuickBooks Online
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Open Form 940
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Select Print
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Download PDF
That’s how to print Form 940 in QuickBooks Online easily.
How to File Form 940 in QuickBooks Online
Currently, many users:
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Prepare the form in QuickBooks
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Print and mail to the IRS
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Or use a third-party e-file provider
This is important if you’re asking how to file Form 940 in QuickBooks Online.
Common QuickBooks Form 940 Errors & Fixes
Frequent issues include:
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Incorrect payroll tax setup
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Missing FUTA wages
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State credit miscalculations
How to fix them:
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Run payroll summary reports
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Update payroll tax tables
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Recheck employee tax settings
These steps help resolve most QuickBooks Form 940 error messages.
File a Corrected Federal Form 941 and 940 in QuickBooks Online
If you discover mistakes after filing:
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Open the original form
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Select Amended/Corrected
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Adjust values
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Reprint and submit
This applies to both file a corrected federal Form 941 and 940 in QuickBooks Online processes.
Best Practices for Accurate FUTA Filing
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Keep payroll tax tables updated
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Reconcile payroll quarterly
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Save PDF copies for records
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File before the IRS deadline (January 31)
Conclusion
Preparing QuickBooks Form 940 doesn’t have to be complicated. With proper payroll setup, accurate data review, and the right filing method, you can stay compliant and stress-free. If your FUTA calculations look off or errors persist, services like QuickBooks Payroll Tax Table Update ensure your payroll taxes stay accurate and up to date year-round.
FAQs
Does QuickBooks automatically calculate FUTA tax?
Yes, QuickBooks calculates FUTA based on payroll data and tax settings.
Where do I find Form 940 in QuickBooks Online?
Go to Taxes → Payroll Tax → Forms → Form 940.
Can I e-file Form 940 in QuickBooks Online?
Usually no; printing or third-party e-filing is required.
How do I fix QuickBooks Form 940 errors?
Update tax tables, verify payroll setup, and recheck employee tax settings.
Can I print Form 940 from QuickBooks Desktop?
Yes, QuickBooks Desktop supports printing and e-filing Form 940.
