How to Print W-2s and W-3s with QuickBooks: A Step-by-Step Guide

Do you need to print out your W-2s and W-3s and don't know how? Get QuickBooks Online today and follow this article. If you’ve invited your employees to use QuickBooks Workforce, they can access and print their own W-2s for the current year and the previous two years, provided you were using QuickBooks payroll services during that time. This saves you time and ensures employees always have access to their tax documents.

E-Filing Requirements

If you need to file 10 or more combined federal forms, such as 1099s and W-2s, the IRS requires electronic filing. For more details, refer to the IRS and Treasury’s final regulations on e-filing for businesses.

Step 1: Buy W-2 Paper (If Applicable)

When Do You Need W-2 Paper?

• If an employee has lost their original W-2 or didn’t receive it, you can use plain paper for their copy.
• If you're mailing official copies to employees or need copies for your records, it’s best to use W-2 kits to ensure proper formatting.

How to Order W-2 Kits Through QuickBooks

1. Visit QuickBooks Checks & Supplies.
2. Select Tax Products.
3. Choose Blank W-2 Kits.
4. Follow the on-screen steps to complete your order.

Paper Options by Payroll Product

• QuickBooks Online Payroll or QuickBooks Desktop Payroll Enhanced/Standard: Supports 3 or 4-part perforated paper.
• QuickBooks Desktop Payroll Assisted: Requires 4-part perforated paper.

Step 2: Print Your W-2s and W-3

Once you have your W-2 paper or decide to use plain paper for internal records, follow the instructions for your specific QuickBooks product to print your W-2s and W-3 forms:

1. Select your QuickBooks product below:

   • QuickBooks Online Payroll
   • QuickBooks Desktop Payroll Enhanced/Standard
   • QuickBooks Desktop Payroll Assisted

2. Follow the detailed steps provided by your product to ensure proper formatting and alignment when printing.

Save Time and Reduce Errors

By using QuickBooks Workforce and e-filing options, you can save time, reduce paper waste, and ensure compliance with IRS regulations. If you need physical copies, ordering W-2 kits directly from QuickBooks ensures a smooth and accurate process.

Stay ahead this tax season with QuickBooks’ user-friendly tools to manage your payroll and employee tax forms. If you need a QuickBooks license, get one today at Wuzy at an exclusive discount!