How to Print W-2 Forms In QuickBooks Desktop & Online (Update 2024)

Printing W-2 forms is vital work that companies have to do to produce correct employee tax statements and satisfy IRS regulations. QuickBooks desktop and online have made it even easier for one to generate, review, and even print W2 forms from the application. In this guide, you will learn how to print W-2s in QuickBooks in a timely manner and avoid frustrating errors during tax season.

How to Generate and Review W2 Forms In QuickBooks

In QuickBooks, the creation and the checking of W-2 forms are among the several standard payroll activities that are performed toward the end of the year. These forms show the employee wages and tax deposits for the year; these must be submitted to the IRS and distributed to your employees.

Here’s a step-by-step guide to generate and review W-2 forms in both QuickBooks Online and Desktop:

For QuickBooks Online:

Log into QuickBooks Online:

• Log in to your QuickBooks Online account and open the Taxes section on the left sidebar.

Go to Payroll Tax Center:

• Choose Payroll Tax from the Taxes section and enter the Filings option.

Generate W-2 Forms:

• Locate the W-2 section in the filings tab.
• You should see an option labeled Prepare W-2s. Click this to start creating the forms.

Select the Tax Year:

• Select the correct tax year for the W-2 forms you wish to produce (those should usually correspond to the prior calendar year).

Review Employee Information:

• QuickBooks will prefill the W-2 form with the option details from the employees’ payroll details. 
• Look at the employees’ names, addresses, wages, and any amount of tax that has been withheld.

Review & Edit Employee Details:

• Check to make sure that the data inserted (for example, Social Security numbers, addresses, and wages) are all correct. 
• If there are any errors or lack of data, you can rectify them within the respective employee’s profile.

Download/Print W-2 Forms:

• After you have checked the W-2 forms, QuickBooks will allow you to download or print the form directly.

Distribute to Employees:

• After that, print the W-2 forms for your employees; you can provide them by mail or by email.

For QuickBooks Desktop:

Open QuickBooks Desktop:

• On your computer, launch the QuickBooks Desktop option and click on the Employees tab.

Select Payroll Center:

• Select Payroll Center and then File Forms.

Generate W-2 Forms:

• In the Forms Center, navigate down to the W-2s selection and click on the Create Form link.

Review Employee Information:

• The list of employees will appear on QuickBooks Desktop. Make sure their details (such as wages, taxes paid off, addresses, etc.) are correct.

Select Employees:

• To create W-2 forms, choose one or more than one employee from your company.

Preview & Print W-2 Forms:

• When you are ready to check all the details of the document, go to Preview/Print.
• After reviewing W-2 forms, you can have them printed out directly or simply save them as PDF files.

Distribute the Forms:

• Copy them and give them to your employees. So they can fill out and submit the forms.

What Type of Paper Should be Used in the Print W-2 Forms Window?

1.  The initial step is to choose the paper options, including perforated paper, blank paper, or pre-printed forms.
2.  Now, you must select for whom you are printing.
3.  Click  on the “Select an item” section to print and then carry out the following steps in a given sequence:-

If You’re an Employer

• W-2- Copy D:2 per page for your records.
• Employers fill out instructions, especially for the QuickBooks W-2 form.

For the Government

• W-2 Copy: 1: Two per page for your State or Local Tax Department.
• W-2- Copy A: for the SSA, 2 per page.

When it Comes to Printing Blank Paper or Perforated Paper

• Four Per Page: copies B, 2, 2, C
• Three Per Page: copies B,2, and C
• Employee Filing Instructions: Compulsory if not printed on paper.

When it Comes to Printing Preprinted Forms

• W-2- Copy C: Two per page for employee records.
• W-2-Copy B: for employee federal tax return, 2 per page.
• W-2 Copy 2: 2 per page for your State or Local Tax Department.
• Employee Filing Instructions: Necessary if not to be printed on paper.

Export the Form for Your PDF Reader and Start Printing

1. You are required to do a print test if you’re using the preprinted forms.
2. Now, select the Print PDF option.
3. Finally, start the printing process using the PDF reader, and you’re good to go.

What is a W-2 Tax Form?

A W-2 tax form, also known as the Wage and Tax Statement, is a legal document that provides an employee’s annual earnings and the amounts of federal income tax, Social Security or Medicare tax, or both that have been withheld from the employee’s pay.

The employer must report this information to the employee and the Internal Revenue Service by January 31 through the W-2 form for tax filing purposes.

The W-2 forms in QuickBooks are easy to generate and file. In QuickBooks Desktop and Online versions, calculations are done for you, employee data is sorted, and genuine W-2 forms are prepared. This helps the form meet the requirements of the IRS and format it to save time and eliminate mistakes.

Why is It Important to Attach a W-2 Tax Form?

The W-2 tax form is used to guarantee that the tax laws are being followed and to facilitate tax filing. Employers must complete W-2 forms, which QuickBooks makes easier and more efficient.

Here’s why attaching a W-2 form is critical:

• Income Reporting: The W-2 provides information on annual wages, tips, and salary figures, so employees should provide the right figures to the IRS.
• Tax Withholding Verification: This includes taxes paid on a regular basis from employee checks, which assists the IRS in checking tax payment accuracy.
• Tax Filing Accuracy: Transmitting W-2 helps in eradicating mistakes and [also] helps in avoiding some issues that may lead to audits.
• Claiming Refunds and Credits: The W-2 guarantees the right claims, which are crucial in determining the EITC and the Child Tax Credit, among other things.
• IRS Verification: This is done to ensure that anyone who has submitted fake W-2 details together with their tax returns is exposed.
• Compliance: Compliance with local tax laws is exhibited, and we do not incur fines for inaccurate reporting.
• Audit Support: This serves as a record in case of an audit by the Internal Revenue Service to improve the confirmation of income and taxes.

What Should Be Considered When Printing W-2 Forms in QuickBooks Online?

Prerequisites for printing W-2 forms in QuickBooks Online:-

• Be sure that your printer is working properly and that you have a correct printer driver setup.
• Check your subscription to the QuickBooks Online Payroll is active.
• Black ink is needed to print W-2 forms in QuickBooks Online.
• Users must have the newest tax table set up on the system.
• Verify the QuickBooks Payroll compatibility with W-2 Forms.

Steps to Print W-2 Forms in QuickBooks Online

QuickBooks online allows you to generate and print your employee’s W-2 forms seamlessly.

Follow these steps to print the forms efficiently:

Step 1: Access the Payroll Tax Council and go to the Payroll Tax Center

• To get to the first step, log into your QuickBooks Online account.
• Go to Taxes, and then click on Payroll Tax options.

Step 2: Access W-2 Forms

• Go to the Filings section and look for the W-2 forms for the tax year you wish to print.
• To view the W-2 forms, please click on the respective tax year.

Step 3: Review Employee Information

• Choose which employee(s) will receive the W-2 form, which is to be printed.
• Make sure the information displayed, such as wages or withholdings, among others, is correct.

Step 4: Print W-2 Forms

• In Payroll Tax Center, the last step is to click Print, which is located at the accessible option on the main page.
• Go to the Instructions subheading and click on the on-screen link that leads to the W-2 forms in PDF.
• Depending on your country’s laws, you can fill your printer with blank forms for W-2 or plain sheets of paper.
• Make copies and distribute the forms to your employees, or keep copies for yourself.

Step 5: File W-2 Forms with the IRS

• QuickBooks Online Payroll enables you to toe-file W-2 forms with the Internal Revenue Service. If not automated.
• Read the filing instructions available on the Payroll Tax Center page.
• Fill out the forms before the due time set by the IRS.

If you are having trouble with QuickBooks printing W-2 forms, then you can stop worrying now. 

Printing errors might develop due to many causes, such as the configuration of the printer, the printing software, or the settings of the printer malfunctioning.

If you have any problems, do not worry: You just have to contact our specialists right now. If you have any issues with the prints, we shall resolve them and make sure that you get your W-2 forms on time.

How to Print a W-2 in QuickBooks Without a Payroll Subscription

• Go to Taxes and select Payroll Tax.
• Click Filings and then Resources.
• Open Archived Forms and Filings.
• Choose the date range or search for the W-2 form you need.
• Click View on the desired W-2 or W-3 form.
• Select the Print icon in the document viewer and confirm printing.

This keeps the process simple while maintaining clarity. 

How to Print a Previous Year’s W-2 in QuickBooks Desktop

• Printing the Current or Previous Year’s W-2
• Go to Taxes > Payroll Tax in QuickBooks.
• Click on Filings to view available W-2s and W-3s (Note: You can only file them from this section).
• Under Resources, select W-2s and choose:
• W-2, Copies A & D (Employer copies)
• W-3 Summary Transmittal
• To print employee copies (W-2 Copies B, C, & 2):

If you need to enter company-paid health insurance or retirement plan info, click Edit Box 12/13 to update.

• Select Manage W-2s to continue.
• Check your print settings and update the paper type if needed.
• Review which employees need a printed W-2. Paperless employees will not receive a printed copy.
• Click View and Print, then use the Print icon in Adobe Reader to print.

If reprinting due to a lost W-2, write “REISSUED STATEMENT” at the top and include a copy of the W-2 instructions.

• Printing W-2s from Previous Years
• Go to Taxes > Payroll Tax.
• Select Filings > Resources.
• Click Archived Forms and Filings.
• Choose the needed date range or search for the form.
• Click View on the W-2 or W-3 form.
• Click the Print icon in Adobe Reader and print.

How to Prepare W-2 Forms for Employees in QuickBooks Online & Desktop?

Preparing W-2 forms in QuickBooks is essential for reporting employee wages and tax withholdings. Follow these steps to ensure accuracy and compliance.

In QuickBooks Online

1. Go to Payroll Center – Navigate to Taxes > Payroll Tax > Filings.
2. Select W-2 Forms – Click on Annual Forms, then choose W-2, Copies A & D.
3. Review Employee Data – Ensure names, SSNs, and tax details are correct.
4. Print & Distribute – Select the appropriate year, preview, and print copies for employees and the IRS.

In QuickBooks Desktop

1. Open Payroll Center – Go to Employees > Payroll Tax Forms & W-2s > Process Payroll Forms.
2. Select W-2 Form – Choose the correct tax year and employer details.
3. Verify Employee Information – Double-check employee details for accuracy.
4. Print & File – Print W-2 copies for employees and tax agencies.

Best W-2 Forms to Use with QuickBooks Desktop & Online

To ensure smooth W-2 printing in QuickBooks Desktop and QuickBooks Online, it’s essential to use IRS-approved W-2 forms that are compatible with QuickBooks.

QuickBooks-Compatible W-2 Forms

QuickBooks supports both pre-printed and blank perforated W-2 forms:

• Pre-Printed W-2 Forms – These come with red ink and pre-filled fields, making them a great choice if you use an inkjet or laser printer that doesn’t support special formatting.
• Blank Perforated W-2 Forms – These allow QuickBooks to print all details, including form fields, but require a printer that supports proper alignment.

Where to Buy QuickBooks-Compatible W-2 Forms?

You can purchase W-2 forms from:

• Intuit Marketplace (Official QuickBooks supplier)
• Office supply stores (Staples, Office Depot, Amazon)
• IRS-authorized vendors

Key Considerations for Choosing W-2 Forms

• Ensure they meet IRS regulations for tax filing.
• Check compatibility with your printer and QuickBooks version.

Consider using QuickBooks Payroll for e-filing to avoid printing hassles

How to Align W-2 Forms Before Printing in QuickBooks

Before printing W-2 forms in QuickBooks, it’s essential to ensure they align correctly to avoid misprints. Follow these steps to adjust alignment:

For QuickBooks Desktop:

1. Open QuickBooks Desktop and go to Employees > Payroll Tax Forms & W-2s > Process Payroll Forms.
2. Select Annual Form W-2/W-3 – Wage and Tax Statement and click Create Form.
3. Choose the correct year and click Print Forms.
4. Select Align and use the grid to make necessary adjustments.
5. Print a test page and verify alignment. If needed, repeat the adjustment process.

For QuickBooks Online:

1. Go to Taxes > Payroll Tax > Filings.
2. Click Annual Forms > W-2s, then select the tax year.
3. Choose Print Test Page and check alignment.
4. Adjust the settings using the alignment tool if necessary.
5. Print another test page until properly aligned, then proceed with final printing.

How to Download W-2 from QuickBooks

Downloading W-2 forms from QuickBooks is simple and ensures you have the necessary tax documents ready for employees. Follow these steps based on your QuickBooks version:

For QuickBooks Online Payroll

1. Sign in to QuickBooks Online.
2. Go to Taxes > Payroll Tax and select Filings.
3. Locate W-2s, choose the tax year, and click View or Download.
4. Print or save the file as needed.

For QuickBooks Desktop Payroll

1. Open QuickBooks Desktop and go to Employees > Payroll Center.
2. Click on File Forms and select Annual Forms.
3. Choose W-2s, select the correct tax year, and click Create Form.
4. Click Print for Employees or Save as PDF to download.

Tip: Ensure Adobe Reader is updated for smooth downloads and printing.

How to Reprint W-2 Forms in QuickBooks After Submission

If you need to reprint a W-2 form for an employee in QuickBooks, follow these simple steps:

For QuickBooks Desktop:

1. Open QuickBooks & Go to Payroll Center – Click Employees > Payroll Center.
2. Access W-2 Forms – Select the File Forms tab, then choose Annual Form W-2/W-3 – Wage and Tax Statement/Transmittal.
3. Choose the Employee & Tax Year – Click Create Form, select the employee, and pick the required year.
4. Print the W-2 Form – Click Print and ensure you use official W-2 paper if submitting to the IRS.

For QuickBooks Online:

1. Go to Taxes & Payroll Tax – Navigate to Taxes > Payroll Tax in the left menu.
2. Select Filings – Click Annual Forms and find W-2, Copies B, C & 2.

Choose the Employee & Print – Pick the employee’s name, then download and print the W-2 form.

Bottom-Line!

Print W-2 Forms in QuickBooks is very convenient and hassle-free if you do it attentively. But at times, many users often get stuck in between due to having less knowledge about tax management.

Hopefully, the information given above will be useful to you. But if you are still facing any kind of issues with your software and need professional assistance regarding accounting, bookkeeping & accounting software-related issues, then feel free to get in touch with us at +1-802-778-9005, or you can mail us at support@ebetterbooks.com

Frequently Asked Questions (FAQs)

How Do You Align W-2 forms in QuickBooks Desktop?

It is to be noted that all tax forms in QuickBooks Desktop require a PDF viewer while printing, but when you’re going to Print W-2 Forms in QuickBooks, make sure to perform a print test on blank paper to verify whether the alignment is correct with the boxes or not.

Here’s how:-

1. To start off, select Align in the W-2 and W-3 forms window, and in the Pre-printed forms alignment page, then you have to adjust the alignment.
2. Click Print Test to review the result of your alignment.
3. In case the alignment is already correct and accurate, press OK.

How can I Electronically File a W2 in QuickBooks?

To start, open QuickBooks and select the “Employees” tab. Then, navigate to “Payroll Tax Forms and W-2s.” Click on “Process Payroll Forms.” Next, choose your state worksheet from the file forms section, review the filing period, and adjust it if necessary. After making any needed updates, click “OK” to save your changes.

Can you list the Reports that I Would Need from QuickBooks to File Taxes with the IRS?

You will need the following QuickBooks reports, company and financial reports, sales reports, vendors and payables reports, employees and payroll reports, budget and forecasts reports, and service tax reports. These reports will be sufficient for filing your taxes with the IRS; you won’t need any additional reports from QuickBooks.

Can I Print W-2 Forms in QuickBooks in Adobe Reader?

Yes, of course, you can. Here are the steps to be followed; let’s take a look:-

1. First, navigate to the Payroll Tax Center.
2. Then, click on the Employees menu and select the File Forms option.
3. Hover over the View/Print Forms icon.
4. After this, choose W2 and then type the correct Payroll PIN.
5. Press OK and select the option to View Employee W2 forms.
6. You are supposed to pick the Employee’s name and then proceed further with the printing process.
7. Try using Adobe Reader to view the form.
8. Click the File menu under the Adobe Reader.
9. The concluding step is to hit the Print option to print the W2 form.

Can I Print W-2s from QuickBooks Without Payroll?

No, you cannot print W-2 forms directly from QuickBooks without an active Payroll subscription. QuickBooks Payroll is required to generate and file W-2 forms, as it calculates payroll taxes and ensures compliance with IRS guidelines. If you don’t have Payroll, you’ll need to manually create W-2 forms using the IRS website or third-party payroll services.

Can I Print W-2s from QuickBooks on Plain Paper?

Yes, you can print W-2 forms from QuickBooks on plain paper, but there are some conditions. The IRS allows W-2 copies for employees (Copy B, C, and 2) to be printed on plain paper with black ink. However, employer and government copies (Copy A) must be printed on official pre-printed forms due to IRS scanning requirements.

Why Do you Need to Attach a QuickBooks W2- Form?

At the end of every financial year, it is essential to link a W-2 tax form to the payslip you pay to your employees. It lets you keep in check the amount that has been integrated as tax and differentiate it from the returns. Also, being an employee, the W-2 form holds the entire information related to the tax deductions that have been made from your salary slip.

When Does QuickBooks Send Out W2?

QuickBooks Online Payroll offers options for delivering W-2 forms to your employees, depending on whether your automated taxes and forms setting is on or off. Here’s how it works:

• For Employees Using QuickBooks Workforce: Employees can choose to opt-out of receiving a mailed copy of their W-2 through QuickBooks Workforce. They can do this until January 3.
• If Automated Taxes and Forms Are Turned On: QuickBooks will automatically print and mail W-2s to employees who opted for a mailed copy. These W-2s will be sent to their home addresses via USPS starting January 16 through January 31.
• If Automated Taxes and Forms Are Turned Off: You are responsible for printing and mailing the W-2s yourself. Be sure to postmark the W-2s by January 31 to meet the IRS deadline.

How do I print the previous year’s w2 in QuickBooks online?

If you need to print W-2s from previous years in QuickBooks Online Payroll, here’s an easy step-by-step guide:

1. Go to Taxes, then select Payroll Tax.
2. Choose Filings.
3. Under Resources, select Archived forms and filings.
4. Select the date range you need or search for the specific W-2 form.
5. Click View on the W-2 or W-3 form you’d like to print.
6. Use the print icon on the Reader toolbar, then click Print again.

This process lets you easily retrieve and print any W-2 forms from previous years for your records or employees.

How to Create W-2 Forms in QuickBooks Desktop

Creating W-2 forms in QuickBooks Desktop is simple. Follow these steps to ensure accuracy:

• Open QuickBooks Desktop – Go to the Employees menu.
• Select Payroll Tax Forms & W-2s – Choose Process Payroll Forms.
• Pick the W-2 Form – Select Annual Form W-2/W-3 – Wage and Tax Statement.
• Choose Employees – Select All Employees or specific ones.
• Review and Print – Verify details and print the forms.
• File with the IRS & State – Submit electronically or via mail.

This streamlined guide ensures you can generate W-2s efficiently for tax season.

How to Find W-2s in QuickBooks Desktop

Finding your employees’ W-2 forms in QuickBooks Desktop is simple. Follow these steps:

Option 1: Using Payroll Tax Center

• Go to Taxes, then select Payroll Tax.
• Click Filings and then Resources.
• Select W-2s.
• Under Employee W-2s, click Manage W-2s for the current year.
• Click View, then print the W-2s as needed.

Option 2: Using Payroll Center

• Go to Employees, then click Payroll Center.
• Select the File Forms tab.
• Click View/Print Forms & W-2s.
• Enter your payroll PIN, then click OK.
• Select the W-2s you need.

By following these steps, you can quickly access and print employee W-2s in QuickBooks Desktop.

Email W-2 Forms from QuickBooks Desktop

QuickBooks Desktop lets you email W-2 forms easily. Follow these steps:

1. Check Payroll Subscription – Ensure you have Payroll Enhanced or Assisted.
2. Update Employee Emails – Go to Employees > Employee Center, edit the employee’s info, and enter their email.
3. Process W-2 Forms – Navigate to Employees > Payroll Tax Forms & W-2s > Process Payroll Forms, select the correct year, and review details.
4. Email the Forms – Click Print/E-file, choose Email W-2s to Employees, and follow the prompts.

Confirm Delivery – Ask employees to check their inbox and spam folders.