If you’re trying to e-file your IRS Form 941 (Employer’s Quarterly Federal Tax Return) using QuickBooks Desktop Payroll, you’ll quickly discover that the software requires a 10-digit Electronic Filing PIN. This PIN is different from your EFTPS PIN or QuickBooks login password, and finding it (or getting one) is a source of frequent confusion for users — especially when upgrading software or switching computers.
Below is the most complete guide available to help you understand, locate, or obtain this 10-digit PIN.
What Is the 10-Digit PIN for E-Filing Form 941?
When e-filing federal tax forms like Form 941 through QuickBooks Desktop, the IRS requires a 10-digit e-file PIN as a signature authentication. This PIN is separate from the 4-digit EFTPS payment PIN you might already know. It’s specific to the e-file program and validates that you’re authorized to file payroll returns on behalf of your business.
- Is issued by the IRS e-file program after enrollment.
- Is not the same as your 4-digit EFTPS PIN used for tax payments.
- Must be entered in QuickBooks Desktop each time you submit Form 941 electronically.
QuickBooks doesn’t show you this PIN directly once it’s stored (for security reasons) — you typically only see it as masked (e.g., **********) when filing.
Why the PIN Is Required?
The IRS uses this unique code to:
- Confirm your identity,
- Verify e-file submissions,
- Prevent unauthorized filings.
QuickBooks won’t let you finish the e-file submission without entering this 10-digit code.
How It Differs From Your EFTPS PIN?
Many businesses confuse this PIN with the EFTPS payment PIN, but they’re different:
- EFTPS PIN — used for electronic federal tax payments.
- E-file PIN — required to submit electronic tax forms like the 941.
Before You Begin: QuickBooks and IRS Requirements
To e-file Form 941 in QuickBooks Desktop, you need two things set up:
QuickBooks Payroll Enhanced Setup
You must be subscribed to QuickBooks Desktop Payroll Enhanced or equivalent, with payroll enabled. This allows access to the e-file feature from the Payroll Center.
IRS E-File Enrollment
You also need to enroll in the IRS’s online e-file program through QuickBooks:
- Go to Employees > Payroll Center.
- Choose your form (e.g., 941).
- Follow prompts to enroll for e-file services.
Once enrolled, the IRS mails your 10-digit PIN.
How to Find the 10-Digit PIN (If You Already Had It)?
1. Check Your IRS Enrollment Letter
When you first enrolled in the IRS e-file program (either through QuickBooks or directly via IRS e-Services), the IRS mailed a letter with your 10-digit PIN.
👉 Search your archived IRS mail for that enrollment or confirmation letter.
2. Look in Your Records
Even though QuickBooks masks the PIN in the form entry screen, if you wrote it down previously or stored correspondence when setting up e-file, you can copy it from your own records.
QuickBooks itself normally does not display it in clear text.
What to Do if You Lost or Never Received the 10-Digit PIN?
If you don’t know your 10-digit PIN, or it disappeared after a QuickBooks update — here’s what you need to do:
1. Contact the IRS
The only official way to recover or reset your 10-digit e-file PIN is by contacting the IRS e-file help line.
The IRS will mail you a new PIN or confirm your existing one — typically within 7–10 banking days, so plan ahead if deadlines are near.
Important: For security, the IRS often will not provide the PIN over the phone; they send it by mail.
How to Enter the PIN in QuickBooks Desktop?
Once you have your 10-digit PIN from the IRS:
- In QuickBooks Desktop Payroll Enhanced:
- Go to Employees → Payroll Tax Forms & W-2s → Process Payroll Forms.
- Choose the correct 941 form for the quarter.
- When prompted during e-filing submission, enter your 10-digit PIN.
- Optionally, check “Remember my information for next time” to avoid re-entering it later.
QuickBooks will use this PIN to submit the form to the IRS.
Why QuickBooks Doesn’t Display the PIN?
For security reasons, QuickBooks Desktop does not show the full PIN on screen — it stores it. Upgrading versions or reinstalling QuickBooks often wipes this stored PIN, leaving you stuck unless you have a record or obtain a replacement from the IRS.
Common PIN Issues and Fixes
- Problem: “PIN is missing after upgrading QuickBooks”: If your PIN stopped appearing after upgrading QuickBooks Desktop (e.g., from an older version to a newer one), this is a known behavior — the PIN isn’t retained in QuickBooks after some upgrades due to software limitations or credential encryption. Get the PIN again from the IRS.
- Problem: “QuickBooks masks my PIN and I can’t view it”: QuickBooks Desktop won’t display your stored e-file PIN in plain text for security. If you need the actual number, you must contact the IRS.
Tips for QuickBooks Users
- Download Payroll Tax Table Updates before e-filing to ensure forms submit correctly.
- If you’re a reporting agent filing for multiple clients, ensure each EIN is properly enrolled with the IRS e-file program.
- Keep a secure digital or physical copy of your 10-digit PIN once you receive it — this avoids future headaches.
Summary
Getting the 10-digit IRS e-file PIN for Form 941 e-filing in QuickBooks Desktop can feel confusing — but once you understand it’s issued by the IRS (not shown in QuickBooks), the process becomes predictable. Enroll for e-file, wait for the IRS to mail your PIN, enter it when filing, and store it securely for future use. If you’ve lost it, the only way to retrieve it is through the IRS.
| Situation | What to Do |
|---|---|
| You already have the PIN but forgot it | Check your IRS mail or records |
| PIN was lost after QuickBooks upgrade | Contact IRS to reset PIN |
| Never received a PIN | Enroll with IRS e-file and wait for PIN in mail |
| PIN is masked in QuickBooks | Must retrieve actual PIN from IRS |
Frequently Asked Questions
To update your EFTPS (Electronic Federal Tax Payment System) PIN in QuickBooks Desktop, you need to change your QuickBooks payment login settings to match your new EFTPS internet password:
1. Go to the Payroll Center: Employees → Payroll Center.
2. Pay Liabilities: Switch to the Pay Liabilities tab and choose the federal liability you want to e-pay.
3. View/Pay: Click View/Pay, then select E-Pay.
4. Clear “Remember My Information”: Uncheck this so you can enter fresh credentials.
5. Enter updated details: Put in your 4-digit PIN and the new EFTPS Internet password.
6. Submit: Finish the e-payment and QuickBooks will save the updated login information after the next transmission.
This keeps QuickBooks in sync with your EFTPS account for future federal tax e-payments.
If QuickBooks only shows asterisks (**********) for the 10-digit IRS e-file PIN and you don’t know the number:
1. QuickBooks will not display the full PIN for security reasons.
2. Contact the IRS e-file services: You can ask the IRS to tell you the status of your PIN or mail you a new one if it’s lost.
3. Re-enter manually: Once you have the PIN from the IRS, enter it in QuickBooks when prompted for e-filing 941, 940, etc.
If you recently upgraded QuickBooks or restored a file, the saved PIN might not carry forward — so IRS contact is often needed.
To e-file W-2 forms using QuickBooks Desktop Payroll Enhanced:
1. Setup e-file for W-2s: Go to Payroll Center → File Forms → Change Filing Method and set federal W-2/W-3 as E-file.
2. Create the W-2 Forms: Employees → Payroll Tax Forms & W-2s → Process Payroll Forms and select W-2/W-3.
3. Submit: Choose E-File Federal Forms and follow the screens to send them to the Social Security Administration. You’ll receive an email confirmation when complete.
Note: A PIN is not required to e-file W-2s the same way it is for 941 e-file submissions.
Form 943 (for agricultural employers) & support status:
1. QuickBooks Desktop Payroll Enhanced can generate and file Form 943 if your payroll products include federal form support.
2. QuickBooks Desktop Payroll Assisted does not support Form 943 e-filing — if you use that version, you’ll need to file outside of QuickBooks or manually with the IRS.
If your version supports it, the e-file process is similar to 941: use the Payroll Tax Forms & W-2s → Process Payroll Forms area, pick Form 943, and complete the steps.
To file Form 941 in QuickBooks Desktop Payroll Enhanced:
1. Prepare the form: Go to Employees → Payroll Tax Forms & W-2s → Process Payroll Forms.
2. Choose Form 941: Select the quarter you’re filing and review the details.
3. Check for errors: Use the Check for errors option to fix any issues before submitting.
4. Submit & e-file: Click Submit Form → E-file and enter your 10-digit IRS e-file PIN to complete the electronic filing.
5. Confirmation: QuickBooks will email you a confirmation that the IRS received it.
Make sure you are enrolled in IRS e-file and have your PIN (mailed from the IRS), or contact the IRS to get one if needed.
Yes! If you’re unable to retrieve your PIN by the deadline, you can still print and mail Form 941 to the IRS.
In QuickBooks, go to Employees → Payroll Tax Forms & W‑2s → Process Payroll Forms, select the quarter, and choose to print and mail the form.
Sometimes, QuickBooks Desktop doesn’t retain your e‑file PIN after an upgrade due to changes in the software. In this case, you’ll need to contact the IRS to retrieve a new PIN.
