Print W-2 and W-3 Forms in QuickBooks Using These Hassle-Free Processes 

Accounting Business

Whenever the tax season approaches, it’s important to ensure accurate processing of W-2 and W-3 forms for small—to medium-scale businesses. The W-2 summarizes all the necessary details regarding the salaries or wages paid by an employer to an employee, while the W-3 is utilized to report employee income. However, the users need to print W-2 and W-3 forms in QuickBooks or can mail them to employees. 

Furthermore, it’s important to file the W-2 and W-3 forms for the IRS and the System Security Administration before the end of January 31st. Continue reading this post for detailed information on printing the W-2 and W-3 forms in QuickBooks smoothly. 

Are you seeking immediate assistance to print W-2 and W-3 forms in QuickBooks? If yes, don’t hesitate to contact certified QB professionals at 1-844-266-9345 for the proper stepwise instructions. 

Basic Requirements Before You Print Your W-2 and W-3 Forms in QuickBooks

To enjoy a hassle-free printing experience, it is crucial to remember certain points before printing W-2 or W-3 forms in QuickBooks. This will allow you to print and file forms on time without further delays. 

• Ensure the user is ready with the active and valid Quickbooks Payroll subscription to prevent any further discrepancies.
• Confirm that your QuickBooks payroll is updated according to the latest tax table. This will help you compute the accurate tax amount according to the latest tax rates.
• Moreover, the users must have a W-2 paper that fits best with the payroll service and the printer. Herein, the users are recommended to go with the pre-printed forms for inkjet printers and black or perforated papers for the laser printers. 
• Besides all this, verify that you are working on the updated QuickBooks and Windows operating system. 

Also Read: QuickBooks Payroll Update Not Working

Let’s Explore How to Print W-2 and W-3 Forms in QuickBooks Smoothly 

Printing the W-2 form in QuickBooks is mandatory to send the paper copies to your employees. On the other side, printing the W-3 form is crucial for sending them to your accountant to review the books of accounts closely. 

First Phase:-  Purchase the W-2 Paper Ready (If Possible)

You can use plain paper if your employee has lost or hasn’t received their original W-2 form, or you may require a duplicate copy of records. However, the W-2 paper is a must only while printing from QuickBooks and sending official copies to your employees. 

Note: It is always suggested that the W-2 papers must be purchased from the official Intuit website to get a better printing experience. 

• To begin the process, you must access the QuickBooks Checks & Supplies page using the web browser. 
• Thereon, choose the highlighted Tax Products option and then go with the Blank W-2 Kits. 
• After this, you must perform the steps as instructed on the screen to accomplish the order properly. 
• The users of QuickBooks Online Payroll or QuickBooks Desktop Payroll Enhanced must have at least 3-4 parts of the perforated paper.
• Conversely, the QuickBooks Desktop Payroll Assistant users need four parts of the perforated paper. 

Read More: QuickBooks Payroll Not Withholding Taxes

Second Phase: Let’s Get Started With the Printing of W-2s and W-3 Forms

Before you print the W-2 and W-3 forms in QuickBooks, it’s crucial to choose the suitable product according to your requirements. 

Printing of the W-2 and W-3 Forms Within QuickBooks Online Payroll

Herein, we have mentioned dates from when you can print their W-2 forms in QuickBooks Online Payroll. 

• If your automated taxes and forms settings are turned off, users can print it on or after the 1st of January. 
• Alternatively, if your automated taxes and form settings are enabled, you can print the forms on or after 15th Jan. 

Learn More About Printing Forms of the Present Year or One Year Prior 

• In the initial stage, go to the Taxes option and hit the Payroll Tax option. 
• Thereon, choose the Filings > Resources > W-2s form option. 
• You must go through the list of employees that have been chosen for a printed copy.
  ◦ W-2s won’t print for the employees who have chosen to go paperless. If mandatory, they can print their copy through QuickBooks Workforce. 
• However, if you see that the automated taxes and forms settings is disabled, you must thoroughly review your Form W-2 print setting. Then, choose the Change Setting option to edit the paper type whenever required. 
• Afterward, hit the View or Manage on the copy that you require:
  ◦ W-3 Summary Transmittal of Wage and Tax Statements
  ◦ W-2, Copies B, C & 2 (employee)
  ◦ W-2, Copies A & D (employer)
• In the next step, go with the View and Print option to proceed further. 
• Later on, choose the Print icon from the Adobe Reader toolbar and tap the Print option. 

Also See: QuickBooks Something’s Not Quite Right

Perform the Steps to Print For the Preceding Year

• For printing the forms for the previous year, choose the Taxes option followed by Payroll Tax. 
• After this, navigate to the Filings option, followed by Resources. 
• Thereon, pick the Archived Forms and Filings option and then proceed further. 
• You must opt for the appropriate date range or choose the date range according to your preference. 
• In the next step, hit the View option from the W-2 or W-3 form, whichever you wish to print. 
• Later on, tap the Print icon from the Reader toolbar. Later, go with the Print option to initiate the process again. 

Discussing how to Print W-2 and W-3 forms in QBDT Payroll Assisted

The users have the option to print their W-2s form in the beginning of the January 10th. For instance, if you opt for the Intuit Print option, you only have to print the W-2 form in case your employer has lost or didn’t receive their original W-2 form. 

• First of all, you must pick the Employees menu, followed by the Payroll Center option. 
• After this, choose the highlighted File Forms tab and then go with the View/Print Forms & W-2s. 
• The users must mention their Payroll PIN accurately in the respective text field and then click the OK button. 
• You must opt for the W-2s tab and insert the correct year and the individual or all employees. 
• Proceed further by hitting the Open/Save Selected button. 
• Furthermore, you must pick a valid reason for printing the W-2s form. 
• In the end, hit the File menu from the Adobe Reader and then the Print option. 

Simple Process to Print Form in QBDT Payroll Enhanced & Standard Edition 

To print the form in QuickBooks Desktop Payroll Enhanced and Standard Edition, follow the instructions below.

• Before proceeding further, confirm that you have updated the QuickBooks Desktop to the newly launched release. Also, verify that you are working on the updated payroll tax table. 
• Afterward, reach the Employees drop-down menu and click on it to pick the Payroll Tax Forms & W-2s > Process Payroll Forms. 
• In the next step, go to the File Forms tab, scroll to the bottom of the page, and select the Annual Form W-2/W-3—Wage and Tax Statement/Transmittal. 
• Thereon hit the Create Form and then choose one or all the employees.
• Furthermore, opt for the Review/Edit option to review all the W-2 forms. Once you have gone through the W-2s form, you must place a checkmark next to the Reviewed column. 
• In the end, hit the Submit Form button and follow the instructions on the screen to print and file the forms. 

How Can I View and Print W-2 Forms in QuickBooks Online?

If you are looking for the proper stepwise instructions to view and print W-2 forms in QuickBooks Online, you have come to the right place. Below, we have described the proper instructions to achieve the desired outcome.

• In the first place, click on the Taxes tab and hit the Payroll Tax option. 
• After that, go to the Forms section and pick the Annual Forms link to proceed further.
• Soon after this, you must pick the All Employees or a specific name for the employee by clicking on the drop-down menu. 
• Now, you must hit the W-2, Copies B, C, & 2 link, which will redirect you to the Printable Employee Copies: Form W-2 page.
• You are supposed to pick the appropriate period and hit the View option to open the Adobe Acrobat Reader in a new window. 
• Thereon, tap the Print icon from the Reader toolbar and choose the Print option. 

What Steps are involved in Printing the W-2 Form in Adobe Reader?

Here, we have listed the following instructions for printing the W-2 form in Adobe Reader. 

• To start the process, choose the Payroll Tax Center and hover your cursor over the Payroll Centre. 
• Afterward, go to the Employees menu and hit the highlighted File Forms option. 
• Thereon, tap the View/Print Forms > W-2 and then include the accurate Payroll PIN in the respective text fields. 
• Furthermore, select the OK button and hover your cursor over the View Employee W-2 Forms. 
• You are supposed to pick the accurate Employee Name and proceed with the printing process. 

• Later on, utilize the Adobe Reader and then click the File menu. 
• End the entire process by hitting the Print option so that you can print the W-2 form seamlessly. 

Learn More About E-Filing W-2 Forms in QuickBooks 

According to the payroll setup, the users can file the W-2 forms automatically or through QuickBooks. Below, we have described the different instances of filing the tax forms. 

Instance 1: Filing Automatically:- 

For instance, if you set QuickBooks to file the W-2 form automatically, you don’t have to do anything. QuickBooks will file the W-2 form independently and send the copies to the employees if they ask for a paper copy. 

Instance 2: Filing Electronically:- 

On the other hand, if you opt to file the W-2  forms electronically, follow the steps illustrated below. 

Instance 3: Filing Through Third-Party Agencies:- 

If you prefer any agency to pay and file the taxes, you must e-file your W-2 form through the following steps. Besides, it won’t allow you to print the employer copies through QuickBooks. You can only print the copies and send them to the employees. 

Steps to E-filing the W-2 form in QuickBooks 

This blog’s section describes the proper stepwise instructions to e-file the W-2 form in QuickBooks.

QuickBooks Online Payroll 

You must go through the following steps to file the W-2s form in the QuickBooks Online Payroll. 

First Step: E-Filing of the W-2 Forms 

1. Begin the process by logging into the QBO account with the correct sign-in details. 
2. After this, click the Taxes tab and hit the Payroll Tax > Filings option. 
3. You are supposed to move to the W-2 copies A & D (employer) section to opt for the File menu.
4. Following this, navigate to the Annual Forms and choose the W-2 Copies A & D (employer).
5. Once you are all sorted, hit the Continue button. If asked, you must notify us if one or more employees participated in a retirement plan.
6. Now, choose the View option to open the Acrobat Reader from the Employee Copies: Form W-2 page.
7. Furthermore, the users must print Copy D (Employer’s Copy) for your records. 
8. Later, you must tap the Submit to authorize us the option to file Copy A of Form W-2 electronically for you. 

Once the W-2 filings are processed by QB, you will get a notification in the mail that the filing is done. To check the status of your filings, use the steps instructed below.

1. The users must choose the taxes and then the Payroll Tax option.
2. Afterward, pick the Payroll forms or filings and opt for the W-2. 

Second Step:  Printing and Sending W-2 Forms To Your Employees 

• Launch the QuickBooks Employees menu initially and then hit the Payroll Center option.
• After this, you must open the QuickBooks Desktop Payroll Setup.
• Subsequently, navigate to the Payroll Center and opt for the File Forms tab.
• You should tap on the Change Filing Method option from the Other Activities list at the bottom of the page. 
• Once you have made the changes, hit the Continue tab and select Federal Form W-2/W-3 from the list of forms. Later, go to the Edit menu to proceed with the ongoing process.
• Now, you must choose the E-file and then the Finish tab. This will bring up the enrollment-related instructions you can read and print.
• After that, you must shut down the View Enrollments window and hit the Finish Later option.

QuickBooks Desktop Payroll Assisted

QuickBooks will automatically file the W-2s form for you, so you don’t have to do anything alone. All you can do is choose to print the copies for the employees once they are ready. Otherwise, you can also allow QuickBooks to send copies to employees, but it’s chargeable. 

For the QuickBooks Desktop Payroll Enhanced

Before you e-file the W-2s form in QuickBooks, you should set it up using the steps below. 

Stage 1: Setting Up of W-2 E-Filing 

1. Initially, open the QuickBooks Employees menu and hit the Payroll Center option. 
2. After that, the users are required to open the QuickBooks Desktop Payroll Setup. Then, tap the highlighted File Forms tab from the Payroll Center. 

3. Now, go with the Change Filing Method from the list of Other Activities and click the Continue button. 
4. Thereon, choose the Federal Form W-2/W-3 from the options available and tap the Edit menu. 
5. Furthermore, move to the E-file > Finish option, which will instantly open the enrollment instructions, which you will read and print. 
6. Shut down the View Enrollments window and then the Finish Later to complete the entire process. 

Stage 2: Establish A New W-2 Form

You can now generate your own W-2 form using the steps below. 

1. The users must choose the Employees menu and then Payroll Tax Forms and W-2s. 
2. After that, opt for the Process Payroll Forms and then proceed further. 
3. Now, you must pick the Annual Form W-2/W-3—Wage and Tax Statement/ Transmittal option from the File Forms section. Later, you must choose the Create Form option to establish a new W-2 form. 

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Stage 3: Let’s Send Your W-2s Form

You are all set to send the W-2 forms electronically using the process discussed below. 

• Start by choosing All Employees to file by batch from the Process W-2s page.
• Thereon, you are required to mention the year of the form when you are filing and then hit the OK button.
• You are supposed to select the employees to whom you wish to send the W-2 form and hit Mark All to select all employees.
• Furthermore, the users must go with the E-File Federal Forms option and mention the accurate phone number and email address. 
• Conclude the entire process by hitting the Submit button.

Stage 4: Printing of the W-2 forms and Sending them to Employees

After creating a W-2 form, you can send it to your employees by the end of January 31st. 

Concluding Words!!

Through this comprehensive post, we hope it becomes much more convenient to print W-2 and W-3 forms in QuickBooks. If you still need help to print the forms, get help from our QB experts. They will look into the matter thoroughly and assist you with some of the best solutions within the shortest possible time.