All In 1 Guide To Print W-2 Form In QuickBooks

Print W-2 Form in QuickBooks

Wage and Tax Statement, or Form W-2, is a document that every company is required to deliver to each employee as well as the IRS at the end of the fiscal year. It is a form that contains all the crucial information regarding the income you have earned, the amount of taxes withheld from your paycheck, and other benefits provided by the employer. This form is kept by your employer and forwarded to three parties: the federal government, the state government, and the employee. No matter which version of QuickBooks you are currently using you can Print W-2 Form in QuickBooks Online and Desktop. Before moving ahead, you must know about the prerequisites that are required before printing the W-2 Forms in QuickBooks. We have discussed all of them in the further section of this blog. 

Didn’t know how to print the W-2 form in QuickBooks and require instant help? Connect with our experts by dialing the toll-free number +1(855)-856-0053 to connect with one of our professionals to get the best possible assistance as soon as possible. 

Prerequisites Required Before You Print W-2 Form in QuickBooks

It is essential to fulfill the basic requirements listed below before you print W-2 forms in QuickBooks to get print the form easily without any hassle.

  • Make sure that you are using the most recently launched version of the QuickBooks Desktop while printing the W-2 form.
  • Don’t forget to use the latest payroll tax table update while printing the wages and tax statement forms.
  • Make sure that the QuickBooks Payroll Standard or Enhanced Service is turned on.
  • In addition, the W-2 paper must be compatible with the payroll service and printer.
  • You can use either blank or perforated paper or a laser printer that is pre-printed. Also, you can also print from a pre-printed inkjet printer.

Here’s how to Print W-2 Form In QuickBooks 

The steps that you need to implement to print the W-2 form in QuickBooks totally depend upon your decision to pay and file your federal and state taxes or want QB to do it for you. If you are not sure which method you must choose to file the taxes, then go to the automatic tax payments and form filing status in the first place.

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Stepwise Instructions to Print W-2 Form in QuickBooks

As previously said, there are several versions of QB payroll to choose from. Some services allow you to pay and submit your taxes for you, while others allow you to pay on your own.

Category 1: Intuit QuickBooks Pay and File For You

If you utilize any of these payroll services that fall under this category, you don’t have to think about the filing process. As it will be the responsibility of the QuickBooks Payroll Service itself. Here are the payroll services that pay and file taxes for you:

  • QuickBooks Online Payroll Core, Online Payroll Premium, Online Payroll Elite
  • QuickBooks Online Payroll Full Service
  • Intuit Online Payroll Full Service

From January 20 to January 31, Intuit will provide W-2s to all of your workers. You can re-print it on plain paper if you want it from January 13. Follow the stepwise instructions listed below to do the same:

  • Firstly, open the QBO application and then move to the Taxes menu.
  • Following that, tap on the Payroll Tax option > Filings and Annual Forms.
  • Consequently, you will get the option of printing from both employer and employee copies of your W-2s and W-3.  
    • Employer Copies: Form W-2 (W-2, Copies A & D), Transmittal of Wage and Tax Statements (W-3)
    • Employee Copies: Form W-2 (W-2, Copies B, C & 2).
  • A prompt will show on your screen if you haven’t set up your W-2 printing settings yet: You must set up W-2 printing before filing this form. Select your paper by clicking on it.
  • Additionally, from the dropdown box, select the required filing period.
  • Thereafter, choose the option View to open Adobe Reader in a new window.
  • From the Reader toolbar, select the print icon. Then, once more, select the Print option.

Category 2: You Pay, and You File

If you found that the payroll services fall under this category, then you must print and mail W-2s to your employees by February 1, postmarked. All of the connected services are listed below:

  • QuickBooks Online Payroll Core, QuickBooks Online Payroll Premium, QuickBooks Online Payroll Elite
  • QuickBooks Online Payroll Enhanced
  • QuickBooks Desktop Payroll Enhanced, QuickBooks Desktop Payroll Standard.
  • Intuit Online Payroll Enhanced

You are required to go through certain steps if you want to file and pay the tax manually.  

Step 1: Purchase Your W-2 Paper

We guarantee that the steps listed below will allow you to print the W-2 form in QuickBooks without error, and that none of your employees will experience any problems. The employee copy can be printed on either of the following papers:

  • Blank 3-part perforated paper
  • Blank 4-part perforated paper

If you plan to order the W-2 kits, you must give services a try by following the steps listed below:

  • Initially, move to the QuickBooks checks and supplies and then click Tax products.
  • Soon after this, choose the Blank W-2 kits, and then to place your order follow the on-screen instructions carefully.
Step 2: Set Your Print Preferences:-
  • To begin with, tap on Settings, followed by the Payroll settings option.
  • Now, select the Edit option from the W2 print preference tab.
  • At last, you need to choose your paper type as per your preference and then click Ok.
Step 3: Print W-2 form in QuickBooks

If you’ve elected to file and pay your taxes on your own, you’ll need to start printing W-2s on January 1st.

  • In the first step, click Taxes > Payroll Tax > Filings option > Annual Forms.
  • Now, you have to make a choice to print between the employer and employee copies of your W-2s.
    • Employer Copies: Form W-2 (W-2, Copies A & D), Transmittal of Wage and Tax Statements (W-3)
    • Employee Copies: Form W-2 (W-2, Copies B, C & 2).
  • If you haven’t established your W-2 printing options, a notice will appear indicating, “Before filing this form, you must set up W-2 printing.” Select your printing paper by clicking on it.
  • Now, choose the required filing period from the dropdown.
  • Then, select View to open the Adobe Reader and then tap on the print icon on the Reader toolbar. 
  • Go to the Print option > Payroll Tax forms & W-2s > Process Payroll Forms.
  • Thereafter, scroll down from the File forms tab and click Annual Form W-2/W-3 – Wage and Tax Statement/ Transmittal > Create form option.
  • Following that, select all or individual employees to file. 
  • Next, you are supposed to mention the year and click on OK.
  • Subsequently, either select all or individual employees to print.
  • Don’t forget to review each W-2 by clicking on Review/ Edit. 
  • Choose the submit form option and print and file the form by following the on-screen prompts.
Winding Up !!

We hope that the solutions listed above will guide you to Print W-2 Form in QuickBooks. For any additional help, feel free to talk to our experts by dialing the helpline number +1(855)-856-0053.


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