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Print W2 Forms In QuickBooks Desktop

How to Print W-2 Forms In QuickBooks Desktop & Online (Update 2023)

Whether you are using QuickBooks Desktop or QuickBooks Online Payroll, the W-2 form can be printed in both versions. Are you the one who want to Print W-2 Forms in QuickBooks? If yes then stay connected with this blog till the end.

What is a W2 Tax Form is all About?

At present, every aware citizen of any country is bound to pay a certain amount to the government as a tax used to develop the state and country.

As an employee, you don’t have to worry about paying taxes; your employer automatically deducts the amount from your paycheck and files your tax for you; thus, the W-2 tax form, is also known as the Wage and Tax Statement form.

A W-2 Form is a document that the employers send to all their employees and the IRS at the end of every financial year.

This W-2 form offers a detailed account of the amount that has been deducted from the employee’s account on an annual basis, which is then used to file taxes.

The QuickBooks W-2 Form must be sent before January 31 each year so everyone has enough time to file the income taxes.


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

Attaching a W-2 tax form is important for accurate and efficient tax reporting and compliance. The W-2 form, also known as the Wage and Tax Statement, is issued by employers to their employees and reports the employee’s annual wages and the amount of taxes withheld from their paychecks.

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

  • Income Reporting: The W-2 form provides a detailed breakdown of your annual income, including wages, salaries, tips, and other compensation. This information is essential for accurately reporting your income to the Internal Revenue Service (IRS) when filing your tax return.
  • Tax Withholding Verification: The W-2 form includes information about the taxes that have been withheld from your paychecks throughout the year. This helps the IRS ensure that you have paid the correct amount of taxes based on your income and other factors.
  • Tax Filing Accuracy: By attaching your W-2 form, you help ensure the accuracy of your tax return. Failing to include this information could lead to errors on your tax return, which may result in delays in processing your return or potential audit triggers.
  • Claiming Refunds and Credits: Certain tax credits and deductions, such as the Earned Income Tax Credit (EITC) and the Child Tax Credit, require accurate income information from your W-2 form. Attaching your W-2 helps you claim any eligible credits and deductions, potentially increasing your tax refund or reducing your tax liability.
  • Verification by the IRS: The IRS uses the information on your W-2 form to cross-reference with the information reported on your tax return. This verification process helps detect discrepancies or inconsistencies, reducing the likelihood of errors or fraudulent activities.
  • Compliance with Tax Laws: Attaching your W-2 form demonstrates your compliance with tax laws and regulations. It shows that you are accurately reporting your income and fulfilling your tax obligations.
  • Audit Trail: In case the IRS selects your tax return for an audit, having a complete and accurate W-2 form attached provides documentation to support the information reported on your return. This can help streamline the audit process and provide evidence of your income and tax payments.

Checklist: Before Printing QuickBooks W2 Form!

Below are some things you need to keep in mind whenever you are going to print W-2 Forms in QuickBooks Desktop.

Here’s what:-

  • Verify your QuickBooks desktop supported version.
  • Make sure you have an active subscription to QuickBooks Payroll Enhanced or Standard service.
  • Keep the most recent payroll tax table with you.
  • Only black and white prints are recommended to print W2-Forms.
  • Check the compatibility of the form with QuickBooks Payroll Version.
  • Print the form on blank paper, preprinted forms, or perforated paper with a laser printer is mandatory.
  • Use the preprinted forms for inkjet printers.

Read this article > How to Print Checks in QuickBooks Desktop

How to Print W-2 Forms in QuickBooks Desktop!

When you start printing, it is important to ensure that your tax table is updated and then carry out the steps as follows:-

Print the W2 Form

  1.  First, open the W2 forms from QuickBooks Desktop.
  2.  Now, click on the Employees menu and then Payroll Center.
  3.  Hit the File Forms tab.
  4.  After this, choose View/Print Forms & W-2s.
  5.  Enter your payroll PIN and then press OK.
  6.  Click the W-2s tab.
  7.  Once done, select the year and then all or individual employees.
  8. Press the Open/Save Selected button.
  9.  You need to select the applicable reason for printing the W-2s.
  10.  Click File on Adobe Reader and then hit Print.
Print W-2 Forms in QuickBooks

Create and Review the W2 Form

  1.  First of all, choose Payroll Tax Forms & W-2s from the Employees dropdown menu and then click on Process Payroll Forms.
  2.  Under the File Forms window, scroll down and select Annual Form W-2/W-3 – Wage and Tax Statement/ Transmittal.
  3.  Click on Create Form.
  4.  After this, select all or individual employees to file.
  5.  Type the year and press OK.
  6.  Furthermore, choose all or individual employees to print.
  7. Hit Review/Edit to review each W-2. Also, verified W-2s have a check-mark in the Reviewed column
  8.  When all set, click Submit Form and then follow the on-screen steps to print and file the forms.

Select the Type of Paper in the Print W-2 Forms Windows

  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 “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.
  • Employer filling instructions especially for 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, 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

  • You are required to do a print test if you’re using the preprinted forms.
  • Now, select the Print PDF option.
  • At last, start the printing process from the PDF reader, and you’re good to go.

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 for printing W-2 forms in QuickBooks Online.
  • It is important that users 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!


In QuickBooks Online, there’s no manual process to enter the details, so you don’t have to spend your precious working hours at the time of Print W-2 Forms in QuickBooks.

The steps to print W-2 Forms are listed below:-

  1. To kick off, navigate to the Taxes tab in QuickBooks Online.
  2. Now, hover over the Payroll Tax Centre section.
  3. Select the Employees option and then tap on Payroll Centre.
  4. Navigate to the tab File Forms and then choose the View/Print Forms & W-2s option.
  5. Write down the payroll PIN.
  6. After ward, hit the next W-2 tab.
  7. You will be directed to the employee details in a dialogue box; click on the name of the employee whose form has to be generated. Or, hit “All” from the checkbox.
  8. Click on Open/Save Selected.
  9. Once done, a “Print Instructions page” will start appearing on your screen, and then you have to specify the reason for printing the form.
  10. Next, a print dialogue box will be prompted to load the paper into the printer. It is so crucial to provide your employees with instructions that they need to follow while filing taxes.
  11. When you move forward, a detailed file version will open in a pdf file format. Make sure you go through the document carefully; if everything is correct, print the form.
  12. Finally, click “File” and then choose the “Print” option.

Unable to print W-2 Forms in QuickBooks? Don’t panic, just speak up with our experts to fix all the printing-related errors.


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 above-given information is useful for you. But if you 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 to us at: [email protected]

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By : September 14, 2023
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