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A QuickBooks W-2 form is a federal wage and tax statement that every employer in the United States must give to each employee every year. Employers must also submit this form to the Social Security Administration. 

The W-2 shows the employee’s total wages for the year and the amount of taxes withheld from their paychecks. If you use QB for your accounting, bookkeeping, or payroll, you can easily print W-2 forms directly from the software. This option is available in both QBDT and QBO.

In this guide, we will show how to print the W-2 form in both versions of the QB, but before that, let’s briefly explain what the W-2 form is and why it matters.

Complete Steps to Print W-2 Form in QuickBooks Desktop

You will need to purchase a W-2 paper before you can print W-2 forms in QuickBooks Desktop. The printing steps are slightly different for the QBDT payroll-assisted and other payroll versions, so let’s go through them properly:

Step I: Print W-2 in QB Payroll Assisted

• Head to the Employees menu

• Hit on Payroll Center

• Move to the File Forms tab

• Now, tap on View/Print Forms & W-2s

• Deposit your Payroll PIN

• Tap on OK

• Now, tap the W-2s tab

• Select the year

• Pick all or individual employees

• Hit the Open/Save Selected button

• Choose the applicable reason for printing W-2s

• Press the File on Adobe Reader

• At the end, select Print

Step II: Print W-2s in QB payroll enhanced and standard

• First, you will have to update QB Desktop

• Now, update the Payroll and Tax Tables

• Move to the Employees menu

• Hit on Payroll Tax Forms & W-2s

• Choose the Process Payroll Forms option

• Proceed to the File Forms tab > drop-down

• Press on Annual Form W-2/W-3 – Wage and Tax Statement/ Transmittal

• Tap Create Form

• Choose all or individual employees to file

• Enter the year > tap the OK option

• Select all or individual employees to print

• Now, tap on Review/Edit to review every W-2

• Last, you have to choose Submit Form when you’re done

Note:- Download QuickBooks Desktop to manage accounting, invoices, payroll, and reports efficiently with secure tools built for growing businesses.

Procedure to Print W-2 in QuickBooks Online

Now, you can print the W-2 form in QBO after following the given dates, if the automated taxes and forms settings are off on January 1, and if your automated taxes and forms settings are on January 15. 

Step 1: Print W-2s for the current year or one year before

• Hit on Filings

• Choose Resources

• Now, click W-2

• Review the employees who chose a printed copy

• QuickBooks Online won’t print W-2s for the employees who selected a soft copy

• These employees can print forms if required from QuickBooks Workforce

• If your automated taxes and forms settings are disabled:

• Review your Form W-2 print setting

• Tap on Change settings if you need to change the paper type

• Then, move to click on Manage or View on the copies needed:

• W-3 Summary Transmittal of Wage & Tax Statements

• W-2, Copies B, C & 2 (employee)

• W-2, Copies A & D (employer)

• Tap on View and print

• Then, on the Adobe Reader toolbar > choose the Print icon

• At the end, you have to press Print

Step 2: Print W-2 in QBO for last year

• Click on the Filings option

• Select Resources

• Now, choose Archived forms and filings

• Then, select the needed date range

• Search for the needed forms

• Now, click on the View option:

• On the W-2 or W-3 form, you need to print

• Press the print icon on the Reader toolbar

• At the end, select Print

Print W-2 Form in QuickBooks – Common Questions and Clear Answers

What is the purpose of printing a W-2 form in QuickBooks

• Printing a W-2 form in QuickBooks allows employers to create official wage statements for employees using payroll data already recorded in the system. The form summarizes yearly earnings and tax withholdings, making it essential for employee tax filing and employer payroll compliance.

Can QuickBooks generate W-2 forms automatically

• QuickBooks can generate W-2 forms automatically once payroll processing is completed correctly for the year. The software uses stored payroll information to calculate wages and taxes, reducing manual work and helping maintain accuracy across employee records.

When should W-2 forms be printed in QuickBooks

• W-2 forms should be printed after the payroll year is finalized and all wages and taxes are confirmed. Printing too early may result in incomplete data, while printing after verification ensures the form reflects the final payroll figures.

What information does QuickBooks include on the W-2 form

• The W-2 form printed from QuickBooks includes employee identification details, total wages, federal and state tax withholdings, and employer information. This data is pulled directly from payroll records created throughout the year.

Why does QuickBooks show errors while printing W-2 forms

• Errors during W-2 printing often occur due to outdated payroll updates, missing employee details, or incorrect tax settings. Even small data entry issues can interrupt the printing process or cause the form to appear inaccurate.

Can W-2 forms be printed for previous payroll years

• QuickBooks allows access to historical payroll data, which makes it possible to print W-2 forms for earlier years as long as the company file contains the original payroll records and they remain unchanged.

How do employee records affect W-2 printing accuracy

• Accurate employee records are critical for correct W-2 printing. Incorrect names, addresses, or identification details can lead to reporting issues and may require the form to be corrected and reissued.

Does QuickBooks allow reprinting of W-2 forms

• Reprinting W-2 forms is possible in QuickBooks if payroll data has not been altered. This is useful when a form is lost, misprinted, or needs to be provided again to an employee.

What role does payroll configuration play in W-2 generation

• Payroll configuration controls how wages, deductions, and taxes are calculated. If payroll items are set up incorrectly, the W-2 form may reflect wrong totals, which can affect year-end reporting accuracy.

Can inactive employees receive W-2 forms from QuickBooks

• Inactive or former employees who were paid during the payroll year are still eligible for W-2 forms. QuickBooks retains their payroll history, allowing the form to be printed even if the employee is no longer active.

How does selecting the correct year matter when printing W-2 forms

• Choosing the correct tax year ensures that only relevant payroll data is included. Selecting an incorrect year can result in missing wages or duplicated information, which may confuse employees and affect tax filing.

What should be reviewed before printing W-2 forms in QuickBooks

• Before printing, payroll totals, employee details, company information, and tax data should be reviewed carefully. A final review helps avoid mistakes, ensures consistency, and supports accurate year-end payroll reporting.

Also read about:- Setup QuickBooks Payroll Direct Deposit to pay employees faster, reduce errors, and ensure timely, secure salary processing automatically.

Conclusion

With this blog, you can easily resolve the issue with printing W-2 forms in QuickBooks. The QB experts are here to help you if you seek or require any guidance. You can directly dial +1(855)-510-6487 to consult with the team. They are available 24/7 for you.