How to set up payroll taxes in QuickBooks Desktop

As everyone knows that QuickBooks is a world mot wanted accounting software that gives the latest tools and information to manage to account if the business. Set up payroll taxes in QuickBooks is one of the features which not helps the user to manage the payroll with taxes for his/her business easily. In the below article you will get the step for setting up the payroll taxes in QuickBooks.

Payroll taxes in QuickBooks Desktop Online Service

Handling payroll can be time-consuming and a little bit difficult. Every detail needs to be kept in mind while handling the payroll. This is because a large number of employees are depending on you and waiting for the salaries. For these issues setting up the payroll taxes is very important. It not only increases the manage the payroll process but also saves you time.

How to set up Payroll taxes?

1. Find the tax option

  • Look for the tax button at the main menu bar

2. Choose the tax center of payroll

  • If you are a QuickBooks Online user you need to adjust QuickBooks payroll online, check whether the Payroll tax option is selected or not
  • Go through all the information and be assured that the QuickBooks team offers you proper support

3. Taxes set up along with the payroll compliance

  • A list of all the employees that you have already set up will be available on the screen in front of you. You need to set up the birth date as well as how to set up payroll tas the hire date of each employee
  • To get access to all the information fo through the I9 form or W4 form filled by the employee

4. Put all the Company details – below are the details which need to fill

  • Name of the business – Put the legal name of your business
  • Business Locations – if there is a new address fill it up manually else it will take automatically
  • Date of the first payroll – Mention the date on which you will run the payroll for the first time
  • Date of hiring of the 1st employee – In case the employee was hired within 6 months click yes else no

5. Put all the details related to Federal tax

Mention the below information

  • FEIN – if you have a federal tax id mention it here if don’t choose No and opt for the Tax id number
  • Forms for payroll tax – file the payroll tax form which is assigned to you
  • Pay federal tax – Select the period on which you would make the federal payroll tax payments
  • Nonprofit status – if you have a nonprofit business click yes or click to No button

6. Share the details

  • Account number of state employer – This account number is a separate number given by the state.
  • SUI – This is the piece of information assign to each employer by EDD
  • Deposit Schedule – as an employer you need to file a schedule on which you will be set up payroll taxes in QuickBooks
  • ETT – employment training tax is the same for all the employees belonging to the same state

7. Set up the E file and E pay functions

  • You will be getting two options for the payment, either select thee pay option or e file option or choose the manual payment
  • Account cares recommend that E file and E pay option as they save time and process if purely automatic
  • On the other hand manual option, need to make the payment through the paper coupons this is a lengthy process and consume time also

8. Make Tax PAyments

  • After finishing the complete process, look for the setting icon and select the payroll setting option

Payroll subscription for all products of QuickBooks

1. Set up QuickBooks Desktop Payroll Basic or Enhanced

  • Open QuickBooks Desktop to set up payroll
  • Go to the Employees menu option
  • Further, scroll and choose the Payroll Setup
  • It opens up the Payroll Setup Wizard
  • You have to follow instructions shown to you carefully
  • When you are done then you are ready to do the payroll.

2. Set up QuickBooks Desktop Payroll Assisted

  • In your Windows Desktop
  • Open QuickBooks software
  • Then go to the Employee menu
  • From the drop-down menu
  • Choose Payroll Setup
  • The Payroll Setup Wizard opens up
  • You have to do the steps according to the instructions shown to you.

3. Set up QuickBooks Online Enhanced Payroll

  • Click on the Payroll menu option in the QuickBooks Online account
  • After that, click on the Employees option
  • You have to click on Get Started with Payroll
  • This takes you to set up the payroll process
  • Mention the company and employee information
  • Then further go with the process.

4. Set up Intuit Online Payroll for QuickBooks Desktop for Mac

  • In your QuickBooks Desktop for Mac software
  • Click on Employees menu
  • Then choose the Add Payroll option
  • Click on the Try it Now option
  • This option help you to create the payroll account
  • In case, you already have an account then click on Current Customer Sign in to our account
  • Click on the To-Do tab
  • Click on Complete setup if you have not done it yet
  • After that, when you are ready to process the payroll
  • Then click on the Run your first payroll and you are done.

5. Set up QuickBooks Online Payroll (All Versions)

  • In QuickBooks Online Payroll
  • Click on the Payroll menu
  • Further, select the Employees option
  • Choose to Get Started with Payroll that started to setup process
  • Mention the details of employee, company, and the tax also
  • When done then click on the Run Payroll option.

After setting up with Payroll, run the payroll to pay everyone on time whether you are using Desktop or Online version. You just have to enter the employee’s hours or weeks then QuickBooks does calculate everything for you with accuracy.

Pay and file federal, state, and local taxes using QuickBooks Payroll feature. As the QuickBooks Payroll monitors and updates the taxes so you do not need to do so on your own after the setup. You can also file forms and pay the taxes electronically or let it be done by QuickBooks Full Service Payroll or Assisted Payroll.

Update the tax tables on a regular basis and do check for updates before paying to your employees. This helps you to be up-to-date. If you are using the Online Payroll then it is updated automatically.

Set up Payroll taxes in New State

Step 1 is to check if you have to pay new state taxes

The employment situation is different in every new state and state payroll taxes are complex. So if you want to find out that you have to pay the new state tax then connect with the state agency. The tax advisor or accountant also helps you in paying new state taxes.

Step 2 is to apply for the account numbers of the new state

While applying you required some additional information for the setup of the new state payroll. You require the information related to the tax you have to pay.

State tax list

State Withholding (or Income Tax)

  • Account Number
  • Deposit frequency or when you required to pay this tax

State Unemployment (SUI)

  • Account Number
  • Unemployment Rate
  • Tagalong or surcharge rate when applicable

Other Taxes (State disability or Paid Family Leave)

  • Account Number
  • Rates

Local Taxes

  • Account Number
  • Rates
  • Deposit frequency or when you have to pay this tax

Step 3 is to set up the new state taxes

The account number is not important to set up the state taxes. You can add the account numbers when you get them. If you use any payroll full service product then the software is not able to file new forms or pay taxes until you add the account number. To avail this feature add the account number as soon as possible.

1. QuickBooks Online Payroll (All Versions)

  • Add the new employee (in case you have not add any)
  • Provide the new state tax information
    • Go to the Setting by clicking on Gear icon
    • Select the Payroll Settings
    • Click on the section State tax
    • You have to click on Edit option to add the new state
    • If you won’t able to see the above step section then go with the steps of “If you don’t have the state tax section” into Payroll
    • Enter all the information according to the taxes you are required to pay
    • If you aren’t required to pay the tax then leave the account number field blank and mention 0 (Zero) for rates.

If employee is subject to the local tax

  • Click on Gear icon in QuickBooks
  • Select the Payroll Settings option
  • Further, choose Local Tax Jurisdictions
  • Mention the account number and the pay frequency for tax. If you aren’t required to pay the taxes then leave it blank.

If you do not have the State tax section in your Payroll Settings

  • Click on Payroll option
  • Then select the option Overview
  • In the To Do list, check the option Provide Critical Tax information ASAP task
  • Then click on the Let’s go
  • Choose the Provide critical tax information ASAP again
  • Provide the information that is required for the taxes to case you are not required to pay then leave it blank and enter 0 (Zero) instead.

2. QuickBooks Desktop Payroll (All Versions)

  • In QuickBooks, click on Employees menu
  • Then click on Employee Center
  • In this, select the New Employee and enter the information of employee
  • Click on the tab Payroll info and after that, select the option Taxes
  • Move cursor to the State tax tab and click on it
  • Now, mention the information of State Worked and State Subject to Withholding
  • Click on the Set up option
  • You get the instructions in the State Setup Wizard so follow it to set up the item
  • After all done, click on Finish button
  • Go to the Other tab in which you have to enter additional State Tax item
  • When you are back in the tab named other then click on the OK button
  • The pop-up arrives to ask that if the employee is subject to one or more of the taxes then click on the Yes button. if no then click on the No button.

3. Intuit Online Payroll (All Versions)

In case of Intuit Online Payroll Enhanced

  • Click on the Setup
  • Then select the Taxes
  • Further choose State Taxes – [State]
  • Provide the information for the taxes that are required to pay. In case, anything is not required then leave the field empty and enter the 0 (Zero) for rates.

If the employee is subject to the Local taxes

  • Go to the Taxes
  • Then choose the option Local Tax Jurisdictions
  • Mention the account number and select the deposit schedule.

Step 4 is to Sign the new state authorization forms

You may need to sign the authorization forms for the new state and it is depending on your Payroll service. The products are mentioned here so do the things according to your payroll product.

1. QuickBooks Online Payroll (All Versions)

In the Overview, you are able to see a To Do option. In this you have to e-sign the authorization forms.

2. QuickBooks Desktop Payroll (All Versions)

In case, you are using the QuickBooks Desktop Payroll Basic, Standard, or Enhanced then you don’t have to sign authorization forms.

In case, you are using the QuickBooks Desktop Payroll Assisted then you get an email that has the authorization forms with the instructions to sign and send in.

3. Intuit Online Payroll (All Versions)

In this, you see a To Do option on your Home Page to complete the setup of e-services. Click on that link and download the authorization forms. After that, sign the forms and then upload it.

How do you get in touch with us?

For any help feel free to connect with the QuickBooks experts. The team is highly experienced and trained to tackle all types of errors in minimum time. Experts are available QuickBooks 24*7 to support you at any time. You can also do a live chat with the experts to save your time and get a reply instantly and resolve all your issues quickly.

See Also:

Receiving Payments in QuickBooks

Direct Deposit Pin in QuickBooks Payroll


  1. What instructions include with Payroll software and set up your system to set up payroll taxes in QuickBooks?

    1. Enter the basic information like name and address of employees
    2. Mention Wage information
    3. Enter the regular work hours done for each of the employee
    4. You have to connect the system with your QuickBooks accounting software.

    Now, you can set up payroll taxes in a QuickBooks account easily.

  2. What are the common types of businesses in federal tax that can set up payroll taxes in QuickBooks?

    The common types of businesses are:-

    Sole Proprietorship
    501 ©(3)
    Limited Liability Company (LLC)
    S Corporation

  3. How to edit Payroll Taxes and forms after the setup of Payroll taxes in QuickBooks?

    Editing can be done when you want to do any changes to the setup of payroll taxes. The steps are:-

    1. In QuickBooks software
    2. Click on the Gear icon
    3. Select the option Payroll Settings
    4. You get the settings window open up
    5. In the window, you get:-
    *** General Tax info
    *** CARES Act
    *** Federal Tax info
    *** Shared Data
    *** Email notification
    6. More sections are also there to change the information of the bank account, paycheck printing, etc.



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