How to Generate & Print Form 940 in QuickBooks Desktop

Image credits: Quickbooks Form 940

Every employer in the United States who paid wages subject to FUTA tax must file IRS Form 940 annually. If you’re using QuickBooks Desktop, the process becomes smooth, automated, and highly accurate. Whether you're a seasoned payroll manager or a business owner handling taxes on your own, understanding how to generate and print QuickBooks Form 940 is essential for compliant year-end filing.

This comprehensive guide will walk you through the entire workflow—from verifying payroll details to printing the Form 940 QuickBooks version—ensuring you avoid errors and meet federal deadlines without hassle.

If you need professional assistance at any point, you can call +1(866)500-0076 for expert support.

What Is Form 940 & Why It Matters in QuickBooks?

Form 940 is the federal document used to report annual FUTA (Federal Unemployment Tax Act) tax. Each year, employers must complete this form to summarize all FUTA obligations.

In QuickBooks Desktop, the IRS-compliant QuickBooks 940 form is integrated into the Payroll Center, allowing automated tax calculations and simple form printing.

Why Use QuickBooks Desktop for Form 940?

Automatically calculates FUTA tax
Keeps historical payroll data for accurate yearly totals
Produces IRS-approved forms
Streamlines e-filing or paper filing
Reduces manual data entry errors

For additional guidance, support is available at +1(866)500-0076.

Pre-Requisites Before Generating QuickBooks Form 940

Before starting the filing process, complete the following steps:

1. Ensure Payroll Subscription Is Active

An active QuickBooks Desktop Payroll subscription is required to access the form 940 QuickBooks option.

2. Update QuickBooks Desktop & Payroll Tax Tables

Go to:
Help → Update QuickBooks Desktop → Get Updates
Then update payroll tax tables via:
Employees → Get Payroll Updates

3. Verify Company & Employee Payroll Information

Correct FUTA calculations depend on accurate data. Ensure:

Company legal name & EIN are correct
FUTA wage base limits are properly configured
State unemployment (SUI) rates are updated
Employee wages are categorized correctly

If corrections or troubleshooting are needed, call +1(866)500-0076 for assistance.

How to Generate Form 940 in QuickBooks Desktop

Follow these steps to generate the official QuickBooks 940 form:

Step 1: Open Payroll Center

Launch QuickBooks Desktop
Navigate to Employees
Choose Payroll Center

Step 2: Go to File Forms Tab

Inside the Payroll Center:

Click File Forms
Scroll to locate 940 – Employer’s Annual Federal Unemployment (FUTA) Tax Return

If you don’t see it, your payroll tax table may be outdated.

Step 3: Select the Form

Click Form 940 and then choose one of the following:

Create Form
Review Form

QuickBooks will automatically load your business information into the form.

Step 4: Verify Employer Details

Review:

EIN
Business name
Address
FUTA taxable wages
Adjustments for state credits (if applicable)
Ensure that everything matches your payroll records.

Step 5: Review FUTA Calculations

QuickBooks automatically calculates:

FUTA gross wages
FUTA taxable wages
Credit reduction adjustments
Final FUTA tax liability

This saves significant time and reduces human error when preparing the QuickBooks Form 940.

Step 6: Save, Review, or Print the Form

After reviewing the form, you can:

Print for Signature
Print for Employer Copy
E-file if enabled

To print:

Click Print
Choose Printer Setup
Select your printer
Print the document on official IRS-approved paper

If printing issues occur, call +1(866)500-0076 for troubleshooting.

How to Print Form 940 in QuickBooks Desktop

Printing is straightforward once the form is generated.

1. Select Print Options

Choose:

Preprinted forms (if you have official IRS paper)
Plain paper (QuickBooks Desktop supports plain-paper printing)

2. Preview Before Printing

Always check the print preview for alignment and accuracy.

3. Save a PDF Copy

For business record-keeping:

Select Save as PDF
Store in a secure payroll folder
Name it using a clear format like: Form 940 – CompanyName – Year.pdf

Common Errors When Generating Form 940 QuickBooks

Even with automation, users occasionally encounter issues:

1. Missing Form in Payroll Center

This usually means your payroll tax table needs updating.

2. Incorrect FUTA Wage Calculations

May be due to:

Incorrect SUI rates
Wrong employee wage types
Manual payroll entries

3. Inability to Print

Printer configuration or driver issues can interrupt printing.

4. Form Alignment Problems

Occurs when using preprinted forms.

For expert help resolving these problems, contact +1(866)500-0076.

Tips to Ensure Accurate Form 940 Filing

Update payroll tax tables regularly
Double-check SUI rates each year
Reconcile year-end payroll summaries
Keep employee records fully updated
Review FUTA wage base limits annually

Final Thoughts

Completing and printing QuickBooks Form 940 doesn’t have to be overwhelming. QuickBooks Desktop simplifies the entire process by calculating FUTA tax accurately and generating an IRS-ready QuickBooks 940 form.

By following the step-by-step instructions in this guide, you can prepare the form with confidence and file it before the January 31st deadline. And if you ever need expert assistance, help is available. Just dial +1(866)500-0076.

Written by lucifermorningstarxm 8 hours ago