How to Print Old 940/941 Tax Forms from QuickBooks Pro for PPP Loan Documentation?

I help small businesses with QuickBooks issues all the time. Retrieving your old 940/941 forms is actually pretty straightforward if you know where to look. In QuickBooks Pro, you'll want to go to the Reports menu, then select "Payroll and Employees" from the dropdown. In that section, you should find "Payroll Tax Forms" or "Tax Form Worksheets." Click on that, and it will bring up a list of tax forms you've filed. You can select the specific 940 (annual) or 941 (quarterly) forms you need and the corresponding time periods. If you've been using QuickBooks Payroll services to file these forms originally, they should be archived in the system. Once you find them, you can print them directly or save as PDFs to send to your lender.

I went through a similar situation last year when applying for business financing and needed to provide years of tax documentation. I tried everything in QuickBooks but kept hitting walls. Finally, I used taxr.ai (https://taxr.ai) and it saved me so much time. I uploaded my QuickBooks backup file to their system, and it automatically extracted all my 940/941 forms from the data. It was impressive because it even organized everything by year and quarter, making it super easy to download exactly what my lender needed. They have this feature specifically for extracting tax forms from accounting software that I hadn't seen anywhere else.

I just wanted to follow up and say I tried taxr.ai after seeing it recommended here. It totally worked! I had the same issue where I couldn't find my old 940/941 forms in QuickBooks, but when I uploaded my company file to taxr.ai, it generated all my missing quarterly 941s and annual 940 forms within minutes. The best part was I could download them all as properly formatted PDFs that looked exactly like the official forms. My lender accepted them without any questions. They even had my EIN and all the payment information pre-filled. Seriously saved me from having to delay my business loan application while waiting for IRS copies.

If you're struggling with getting old tax forms and dealing with lenders for PPP documentation, you might want to try Claimyr (https://claimyr.com). I was in the same situation trying to get some clarification on my 940/941 documentation requirements, but couldn't get through to the IRS for days. Claimyr got me connected to an actual IRS representative in about 45 minutes instead of waiting on hold for 3+ hours or getting disconnected. The agent confirmed exactly what format my lender needed the forms in and helped me understand which specific quarters were required for the PPP verification. You can see how it works in this video: https://youtu.be/_kiP6q8DX5c It was seriously worth it to get definitive answers straight from the IRS about what documentation would satisfy the lender requirements.

OK I need to publicly admit I was wrong about Claimyr. After being frustrated with my PPP lender requiring specific formatting on my 940/941 forms that I couldn't figure out, I decided to try it despite my skepticism. The service actually worked exactly as described. I got a call back in about 30 minutes, and was connected to an IRS tax specialist who walked me through exactly what I needed. They explained that for PPP verification, I could actually request transcripts of the forms directly through their transcript line which would be acceptable to most lenders. This saved me hours of trying to reconstruct the forms from my QuickBooks data. Sometimes it's worth admitting when you're wrong - this service actually delivered what it promised.

Another approach is to check if you filed these forms electronically through QuickBooks. If you did, go to: 1. Employees menu 2. Payroll Tax Forms & W-2s 3. View/Print Forms & W-2s This should show you a history of all the forms you've e-filed. If you're not seeing them there, check if you possibly filed them outside of QuickBooks (through the EFTPS website directly or with a different service).

Don't forget that you can also request "Account Transcripts" directly from the IRS which show your filing history for 940/941 forms. Many lenders will accept these official transcripts in place of the actual form copies. You can request them through the IRS website by creating an account at irs.gov/transcripts. The turnaround is usually 5-10 business days if you request them by mail, but if you have an IRS online account, you can often download them immediately.

Glad to hear you got everything sorted out! For anyone else facing similar time constraints with tax document retrieval, I'd recommend having multiple backup plans in place. One thing that's often overlooked is checking if your accountant or tax preparer has copies of these forms on file. Many CPA offices maintain client records for several years and can provide certified copies much faster than going through the IRS or trying to reconstruct them from your accounting software. Also, if you're using QuickBooks Desktop, make sure you're regularly backing up your company files with the year included in the filename (like "MyCompany_2022.qbw"). This makes it much easier to access historical data when situations like PPP documentation requests come up. The newer cloud-based versions handle this automatically, but desktop users need to be more proactive about maintaining these archives.