Every business that processes payroll must provide W-2 forms to employees and file them with the IRS. Fortunately, QuickBooks simplifies this process by allowing employers to generate and print W-2s directly within the software. Whether you use QuickBooks Desktop or QuickBooks Online, the platform ensures compliance with IRS requirements while saving valuable time during tax season.

In this article, we’ll cover everything you need to know about printing W-2 forms in QuickBooks, including step-by-step instructions, troubleshooting tips, and the difference between printing from QuickBooks Desktop and QuickBooks Online. For further assistance, you can reach expert QuickBooks Payroll Support at +1-866-500-0076.

Find a complete step-by-step guide on printing W-2 forms in QuickBooks. Learn to file, review, and print employee W-2s in QuickBooks Desktop and QuickBooks Online. Contact +1-866-500-0076 for expert payroll assistance.

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What Are W-2 Forms and Why They Matter

The W-2 form, also known as the Wage and Tax Statement, is a crucial IRS document employers must provide to each employee and the Social Security Administration (SSA) every year. It details the employee’s earnings, withheld taxes, and other deductions for the previous calendar year.

QuickBooks Payroll automates this process by accurately calculating wages, taxes, and deductions throughout the year, ensuring the generated W-2s are precise and compliant.

Before You Print W-2 Forms in QuickBooks

Before moving forward with printing W-2 forms in QuickBooks, make sure you’ve completed the following checklist:

  1. Verify Employee Information:

    Ensure names, addresses, and Social Security Numbers are accurate.

  2. Check Payroll Data:

    Review your final payroll run for the year to confirm that all paychecks have been recorded.

  3. Update QuickBooks Payroll Tax Table:

    Always use the latest payroll tax table before generating W-2s.

  4. Review Tax Filing Preferences:

    Make sure your filing method (electronic or paper) is correctly set up.

  5. Order W-2 Paper Forms:

    If you plan to print and mail physical copies, use IRS-approved preprinted forms.

If you encounter any issues preparing for year-end tax forms, contact QuickBooks Payroll Support at +1-866-500-0076 for expert help.

Printing W-2 Forms in QuickBooks Desktop

For employers using QuickBooks Desktop, the process to print W-2 forms is straightforward. Here’s a step-by-step guide:

Step 1: Go to the Payroll Center