Payroll tax compliance is a critical responsibility for every employer, and Form 941 and Form 940 are two of the most important federal payroll tax reports you must file. Many business owners and payroll managers frequently search for how to print Form 941 in QuickBooks Online and how to print Form 940 reports in QuickBooks Online, especially during tax season, audits, or loan applications.
This in-depth guide is written to answer real user queries and related keywords. It explains step by step how to view, download, and print Form 941 and Form 940 reports in QuickBooks Online, how to troubleshoot missing forms, and what to do if errors are found. If you need immediate assistance at any point, you can call 844-753-8012 for expert QuickBooks payroll support.
Understanding Form 941 and Form 940
Before printing these reports, it’s important to understand what each form is used for.
What Is Form 941?
Form 941 (Employer’s Quarterly Federal Tax Return) is used to report:
- Federal income tax withheld from employees
- Employer and employee Social Security tax
- Employer and employee Medicare tax
Form 941 is filed quarterly (four times per year).
Also Read: How to Print W-2 Forms in QuickBooks Desktop and QuickBooks Online
What Is Form 940?
Form 940 (Employer’s Annual Federal Unemployment (FUTA) Tax Return) is used to report:
- Federal unemployment taxes paid by the employer
Form 940 is filed annually.
QuickBooks Online generates both forms automatically using payroll data, making it easy to view and print them once payroll is set up correctly.
Requirements to Print Form 941 & 940 in QuickBooks Online
Before attempting to print these payroll tax reports, ensure the following:
- You have an active QuickBooks Online Payroll subscription
- Payroll taxes are turned on
- You are logged in as an admin or payroll manager
- Payroll has been processed for the relevant periods
If these conditions are not met, forms may not appear.
How to Print Form 941 in QuickBooks Online
If you’re wondering how to print Form 941 in QuickBooks Online, follow the steps below.
Step-by-Step: Print Form 941 in QuickBooks Online
- Log in to QuickBooks Online with admin access
- From the left navigation menu, click Taxes
- Select Payroll Tax
- Click Filings & Forms
- Under Quarterly Forms, locate Form 941
- Choose the tax year and quarter
- Click View or Download
- Open the PDF and select Print
You can now save a digital copy or print the form for recordkeeping or submission.
Also Read: How to Print W-3 Form in QuickBooks Desktop and QuickBooks Online
How to Print Old Form 941 Reports in QuickBooks Online
Many users need to print prior-year or earlier-quarter reports. To print old Form 941 in QuickBooks Online:
- Go to Taxes > Payroll Tax > Filings & Forms
- Select Form 941
- Change the year and quarter
- Download or print the archived report
QuickBooks Online usually stores multiple years of payroll tax forms as long as payroll was processed through the system.
How to Print Form 940 in QuickBooks Online
Form 940 is an annual report and is accessed slightly differently.
Step-by-Step: Print Form 940 in QuickBooks Online
- Sign in to QuickBooks Online
- Click Taxes from the left menu
- Select Payroll Tax
- Choose Filings & Forms
- Under Annual Forms, locate Form 940
- Select the tax year
- Click View, Download, or Print
The form will open as a PDF, which you can save or print for your records.
Filed vs Unfiled Forms in QuickBooks Online
Understanding form status helps avoid confusion.
Filed Forms
- Submitted to the IRS
- Marked as “Filed” or “Accepted”
- Available for download and printing
Unfiled or Draft Forms
- Prepared but not submitted
- Can be reviewed and corrected before filing
- Should be finalized before IRS deadlines
Both filed and unfiled Form 941 and 940 reports can be printed from QuickBooks Online.
Common Reasons Users Need to Print 941 & 940 Reports
Users often search for how to print Form 941 & 940 reports in QuickBooks Online due to:
- IRS audits or notices
- Loan or SBA applications
- Payroll reconciliation
- CPA or accountant requests
- Business recordkeeping
Having printed or digital copies readily available helps avoid delays and penalties.
What If You Can’t Find Form 941 or 940 in QuickBooks Online?
If the forms are missing, try these troubleshooting steps.
Check Payroll Setup
- Confirm payroll is active
- Verify payroll taxes are enabled
- Ensure payroll was run during the selected period
Check Filing Method
If forms were filed manually outside QuickBooks, they will not appear in the system.
Check User Permissions
Only users with payroll access can view tax forms.
If the forms still do not appear, contact 844-753-8012 for help locating payroll tax reports.
How to Download and Save 941 & 940 Reports
To maintain good records:
- Download each form as a PDF
- Store securely in cloud or local storage
- Label files by year and quarter
- Keep records for at least four years
This practice is highly recommended for audits and compliance.
How to Correct Errors on Form 941 or 940 in QuickBooks Online
If you notice errors while reviewing printed forms, the correction process depends on whether the form has been filed.
If the Form Has Not Been Filed
- Correct payroll data
- Recalculate payroll taxes
- Regenerate the form
If the Form Has Already Been Filed
- File Form 941-X for quarterly corrections
- File an amended Form 940 if applicable
QuickBooks Online may require assistance for amended filings. Call 844-753-8012 for step-by-step correction support.
Difference Between Form 941, 940, and Other Payroll Reports
| Form | Purpose | Filing Frequency |
|---|---|---|
| 941 | Federal payroll taxes | Quarterly |
| 940 | FUTA tax | Annually |
| W-2 | Employee wage statement | Annually |
| W-3 | W-2 summary | Annually |
Understanding the differences ensures you print the correct report when needed.
Best Practices for Printing Payroll Tax Forms in QuickBooks Online
- Review payroll summary reports before printing
- Confirm employee and tax totals
- Print a test copy
- Save digital backups
- Address IRS notices immediately
These best practices reduce the risk of errors and compliance issues.
When to Contact QuickBooks Payroll Support
You should seek professional assistance if you:
- Cannot find Form 941 or 940
- Need old payroll tax reports
- Must file amended returns
- Received an IRS notice
- Are unsure if forms were filed correctly
QuickBooks payroll specialists are available at 844-753-8012 to help with printing, corrections, and payroll tax compliance.
Frequently Asked Questions
Can I print Form 941 & 940 without payroll?
No. These forms are only available if payroll is processed through QuickBooks Online Payroll.
How far back can I print payroll tax forms?
Typically several years, depending on your payroll history and subscription.
Can I share these forms with my accountant?
Yes. Download the PDF and share it securely.
Final Thoughts
Knowing how to print Form 941 & 940 reports in QuickBooks Online is essential for payroll compliance, audits, and financial reporting. QuickBooks Online makes accessing these forms straightforward once payroll is set up correctly, but missing forms or correction needs can still arise.
If you need help printing, locating old reports, or correcting payroll tax forms, call 844-753-8012 for reliable QuickBooks payroll support.
Staying organized with your payroll tax reports today can save you time, money, and stress in the future.
