Printing W-2 and W-3 forms in QuickBooks is a critical year-end payroll task for businesses of all sizes. Whether you need to provide paper copies to employees, maintain records for compliance, or submit a W-3 summary to your accountant, QuickBooks makes the process straightforward if you know the right steps.
In this detailed guide, you’ll learn how to print W-2 and W-3 forms in QuickBooks Online Payroll and QuickBooks Desktop Payroll (Assisted and Enhanced). We’ll also cover paper requirements, IRS rules, and best practices to avoid common payroll filing mistakes.
Understanding W-2 and W-3 Forms in QuickBooks
Before diving into the printing process, it helps to understand what these forms are and why they matter.
- Form W-2 reports an employee’s annual wages and taxes withheld.
- Form W-3 is a summary transmittal that totals all W-2 forms and is submitted to the Social Security Administration (SSA).
If you use QuickBooks Payroll, the software automatically prepares these forms based on your payroll data, saving time and reducing errors.
When You Need to Print W-2s and W-3s?
You may need to print W-2 and W-3 forms in QuickBooks for several reasons:
- You send paper copies of W-2s to employees.
- An employee lost their original W-2 and needs a replacement.
- You want hard copies for your business records.
- Your accountant or tax professional requests a printed W-3 form.
If your employees use QuickBooks Workforce, they can securely view and print their own W-2s for the current year and the previous two years, as long as you used QuickBooks Payroll during that period.
IRS Rules for Filing W-2 and W-3 Forms
The IRS requires electronic filing if you submit 10 or more combined federal forms, including W-2s, 1099s, or other information returns. Businesses below this threshold may still file paper forms, but electronic filing is encouraged for accuracy and speed.
Always confirm current IRS regulations before printing and mailing forms.
W-2 Paper Requirements: What You Need Before Printing
Choosing the correct paper type ensures your W-2s print correctly and remain compliant.
A. Plain Paper
Use plain paper if:
- An employee needs a reissued W-2.
- You’re printing copies for internal records only.
B. Perforated W-2 Paper
Use official perforated paper when mailing W-2s to employees.
- QuickBooks Online Payroll & Desktop Payroll Enhanced: Supports 3-part or 4-part perforated W-2 paper.
- QuickBooks Desktop Payroll Assisted: Requires 4-part perforated W-2 paper only.
For best results, order official W-2 kits (forms and envelopes) from QuickBooks Checks & Supplies to avoid alignment and printing issues.
Also Find: Solutions to Fix PDF and Printing Issues in QuickBooks Desktop
How to Print W-2 and W-3 Forms in QuickBooks Online Payroll?
QuickBooks Online Payroll allows you to print W-2s based on your automated tax settings:
- January 1: If automated taxes and forms are OFF
- January 15: If automated taxes and forms are ON
Steps to Print Current or Prior-Year W-2s:
- Go to Payroll, then select Payroll Taxes.
- Choose Filings, then select Resources.
- Click W-2s.
- Review employees who opted for printed copies.
- Employees marked as paperless will not print; they can access W-2s in QuickBooks Workforce.
- If automated taxes are OFF, review your W-2 print settings and confirm the paper type.
- Select View or Manage next to the form you need:
- W-2 Copies B, C, and 2 (Employee)
- W-2 Copies A and D (Employer)
- W-3 Summary Transmittal
- Select View and Print, then print using Adobe Reader.
Important: If you reprint a lost W-2, clearly write “REISSUED STATEMENT” at the top and include the W-2 instructions.
Printing W-2s and W-3s from Previous Years
- Go to Payroll > Payroll Taxes.
- Select Filings, then Resources.
- Click Archived Forms and Filings.
- Choose the date range or search for the form.
- Select View, then print using the Reader toolbar.
How to Print W-2s in QuickBooks Desktop Payroll Assisted?
If you use QuickBooks Desktop Payroll Assisted, W-2s are available for printing starting January 10.
- Go to Employees, then open the Payroll Center.
- Select the File Forms tab.
- Click View/Print Forms & W-2s.
- Enter your payroll PIN and select OK.
- Choose the W-2s tab.
- Select the tax year and employees.
- Click Open/Save Selected.
- Choose the reason for printing.
- Print the form using Adobe Reader.
If Intuit already printed and mailed W-2s for you, only reprint them when an employee requests a replacement.
How to Print W-2 and W-3 Forms in QuickBooks Desktop Payroll Enhanced?
With Desktop Payroll Enhanced, you can print W-2s on or after January 1.
- Update QuickBooks and your payroll tax table.
- From the Employees menu, select Payroll Tax Forms & W-2s.
- Choose Process Payroll Forms.
- Select Annual Form W-2/W-3.
- Click Create Form.
- Choose all or selected employees.
- Enter the correct tax year.
- Review each W-2 carefully.
- Submit and print the forms as prompted.
Reviewed forms display a checkmark, helping you track completion before submission.
Best Practices for Printing W-2 and W-3 Forms
- Always preview forms before printing.
- Use Adobe Reader for best alignment results.
- Double-check employee names, SSNs, and wage amounts.
- Keep printed copies securely stored for at least four years.
- Label reprinted forms clearly as reissued.
Final Thoughts
Knowing how to print W-2 and W-3 forms in QuickBooks ensures compliance, accuracy, and peace of mind during tax season. Whether you use QuickBooks Online Payroll or Desktop Payroll, following the correct steps and using the right paper helps you avoid costly errors and delays.
By staying organized and proactive, you can complete year-end payroll with confidence and keep both employees and tax authorities satisfied.
Need help printing your W‑2 and W-3 forms in QuickBooks? If you run into any issues or need assistance, call us directly at 1-877-400-0650. Our team is ready to help you get your W‑2s and W-3s printed quickly and correctly.
Frequently Asked Questions
To e‑file W‑2s in QuickBooks Desktop (typically with Payroll Enhanced):
1. Go to Employees > Payroll Center > File Forms.
2. Select Annual Form W‑2/W‑3 – Wage and Tax Statement/Transmittal and click Create Form.
3. On the filing method screen, choose E‑File Federal Forms and follow the prompts to submit to the SSA.
4. You’ll enter your company phone and email to receive status updates.
This sets up and initiates electronic filing through QuickBooks.
Note: If you have QuickBooks Desktop Payroll Assisted, Intuit may file the forms for you automatically depending on settings.
Employees usually access their W‑2s through QuickBooks Workforce:
1. Employers must invite employees to Workforce.
2. Once invited, employees can view and print their current and prior W‑2s from the Workforce portal.
If Workforce isn’t enabled, employers can print paper copies from QuickBooks and distribute them manually.
1. In QuickBooks Desktop Payroll Enhanced, W‑2s can typically be printed on or after January 1 for the year you are filing.
2. Employees invited to Workforce can access their forms as soon as they are generated.
If electronic filing is used, QuickBooks will notify you when the forms are accepted and finalized.
Alignment problems are common with preprinted stock. Try these steps:
1. Run a print test on blank paper to see where misalignment occurs.
2. In the print preview, use the Align feature in the W‑2 printing window to adjust up/down/left/right before printing on IRS‑approved stock.
3. Make sure your printer drivers are updated and that your PDF viewer (Adobe Reader) is current.
If issues persist, some users find replacing the supply of preprinted paper or consulting Intuit support helpful.
QuickBooks Desktop has configurable settings for form type, but:
1. In some QuickBooks products (especially QuickBooks Online), the default form printout produces 4‑up copies of each employee form for distribution and record purposes.
2. Per community reports, if you changed the setting after year‑end or after generating W‑2s, QuickBooks may still output 4‑up forms. This can happen if settings aren’t finalized before printing or e‑filing starts.
Solution: Ensure you select the correct paper format before generating/printing and verify under Payroll Tax Form settings.
1. Payroll subscription is expired or inactive – QuickBooks restricts payroll forms when your payroll service isn’t current.
2. Payroll tax table or year‑end updates not installed – Without the latest updates W‑2 generation can fail.
3. Incomplete employee setup (missing SSN, address, wages, etc.) can block W‑2 creation.
4. Corrupted QuickBooks or payroll data – Damaged files may prevent form access.
Recommended steps include updating QuickBooks and tax tables, verifying employee data, and rebuilding data if necessary.
