QuickBooks Q&A

I have quickbooks online and last year had no problem sending my files to my accountant for tax prep. How do I do that now?

In preparing W2s for 2025, I realized an entire payroll run is missing from my Quickbooks. How do I reenter this missing payroll run?  I remember now that we had some sort of glitch in January 2025.  I do not know if the January payroll run was submitted by Intuit.  When I complete a payroll run, a box pops up that says Intuit is submitting the information somewhere ... but I do not know where.   My concern is that none of the W2 forms will be correct without my reentering the entire payroll run that is missing.  Then, if Quickbooks transmits that again, will that then duplicate the taxes for that period in January 2025?  I have 15 employees who need correct W2s and I just don't know where to begin in getting this information into Quickbooks so that the W2s are correct, without this information being submitted to Federal/State tax agencies.  It was submitted in January 2025. 

Reached out to Quickbooks last week and they indicated that the issue would be fixed shortly

I had an employee change how he wanted his direct deposit.  I changed the accounts per his request and his direct deposit was rejected.  I checked the routing number and the account number and they are both correct.  How do I go about ensuring this will go through this week?  

The employee is already participating in the standard 3% Simple IRA contributions, but wants to add an additional flat amount contribution from each pay check to the same Simple IRA. QBO Payroll does not appear to have this option within the original Simple IRA 3% settings. I also tried adding a 2nd Simple IRA deduction, but QBO Payroll won't allow more than 1.

I have recieved several partial payments on an invoive but cant locate the funds where do they get deposited

Oregon has a tax called Statewide Transit Tax.  The tax is .001%, but was supposed to change to .002% 1/1/26.  Due to some last minute issues (not worth mentioning), the tax will remain a .0001%.  But, my payroll updates changed the tax to .002%, which is now incorrect.  I have tried everything I can think of to manually adjust it myself, but it won't let me do it.  So, I am adjusting each paycheck as I write them.  That is a pain, but mostly I find I forget to do it on each check.  How can I change the the tax internally, so it will be correct each week? I have tried updating my payroll several times, but it doesn't change.  I am sure QB will catch up at some point, but I worry I will have a lot of incorrectly withheld taxes by then & have to figure out a way to pay those back to the employee.  It is a small tax, but it's still wrong.  Thanks!

I'm having trouble uploading older manual transactions. There seems to be an error is there a way to format my documents to upload?

  NOTE: Check out our blog article here for more information on payroll taxes.

Hello QuickBooks users, and thanks for joining us. We want to ensure you feel confident and prepared to start this new year with success. As an employer, providing accurate W-2s to your employees is crucial. The forms can feel daunting, so today we’re covering them in this mini guide so you can understand what each box means. We will walk you through the form including when you need to file them.    This guide focuses specifically on QuickBooks Online. To help you manage everything, we've broken down the key requirements for a smooth start to the new year.   Why do employers have to fill out a W2 form?  How to fill out a W-2? What does each box mean?  Box A is for the employee's Social Security number. Box B is where you enter your employer identification number, or EIN. Box C holds your company's name and full address. Box D is for the control number. This box is often left blank unless your company uses control numbers to keep rec

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Why can I not customize my dashboard and permanently hide the Intuit intelligence side bar. I don't use it and I don't want to have to minimize it every time it pops up.

While preparing W2s and after reviewing all the information and printing copies for employees, I received a brief message about "W2's are sent" but I don't know what that actually means.  I had not started the e-file process, just the printing forms process.  I have checked the e-filings status and it does not show up as being submitted.  I have also not received any confirmation emails like I did last year.  I have searched to see what may have happened but cannot find any screen shot of this type of message.  I want to make sure I'm not in danger of submitting them twice.  

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I am trying to figure out when QuickBooks (Desktop) accesses Finance Charges, if it uses just the subtotal from the invoice or does it calculate the total invoice which includes the sales tax.  We charge 1.5% per month late fee.  I have everything set up (18% annually) but my numbers are off a little.  I have been researching to see if the late fee should include the sales tax or not.  I am in Ohio.

Hi everyone-I've never posted in here before, but I need your help. Context: I work for a nonprofit who started a fundraising initiative last year where there are to "buckets". In the first bucket, half of the donations raised go to the current year, and the other half are sent to a foundation to be invested. Donors are able to designate where they'd like to support within this initiative, for example different staff positions. So if a donor gives to the executive director position, half of that donation would go to support the exec director this year, and the other half would go to the investment account. The second bucket is all of the donations given go into the investment account for the future. I'm at my wits end trying to figure out how to keep track of things in QBO. I have a giant google sheet tracking individual donations and where they go and the payments that have been made to the investment account, but I don't know enough about QBO to make it work.  In QBO, I alr

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Hi there. I'm still a software desktop user, currently using 'Premier Accountant Edition 2012'!  I am desperately seeking an updated software disc in order to migrate my years of information to a newer PC. My older disc no longer works. And I really, really don't want to use QB online. I fear the time of my Windows 7 PC is running out and I need the software disc to move over to Windows 11. Please, is anyone willing to help me in this regard?   Thanks Cape Town South Africa

Hello, I processed a payroll check for a bonus, and accidentally chose check instead off direct deposit. I cancelled the payroll, and did it again with direct deposit. All seemed fine until I want to match deposits later on, now I continue to have these payroll adj transactions show up in the Match selection. It's not hurting anything other than being annoying that I have 4 transactions that I wish wouldn't be available. Any one know how to get rid of this?

Hi All,In 2025 we started contributing to our employees' SIMPLE IRA accounts; however, we did not set up QuickBooks Payroll to track the payroll item and now when I run W-2s for 2025 the Box 14 code S amount only shows the employee contribution.  I went in and set up a new Payroll Type to be a company contribution SIMPLE IRA but now I need help in making an edit/transaction for 2025 for our contribution to each employee's Simple IRA so the W-2 is correct. I know the amounts we contributed and thought I could just do a payroll liability adjustment by going to Employees->Payroll Taxes and Liabilities->Adjust Payroll Liabilities and make an entry dated 12/26/2025 to create a liability for the company contribution.   When I do this it does not show up on the W-2.  I read something about doing another payroll run that is just the data for the company contribution but I'd like to just fix it without sending out $0.00 paycheck notices to our employees (if possib

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Trying to resubscribe and it asked me to update my company info to continue. I did that. Then it says "unable to load address form, please try again." Its been saying that for days. How do I get around this?

How do I search for anything?

I am working all of my books for 2025. The rule only applied to 2026. How can I make it apply to everything that is still outstanding?