For the solution please follow the steps:

  • From the Employees Tab go to Payroll Tax Forms > W-2s and then Process Payroll Forms.
  • From the list of forms provided click the W-2 forms:
  • Now do the following, goto Process W-2s > select All Employees or Employee’s Last Name to file by batch.
  • Come to Select Filing Period section and in the Year field, enter the year for which you want the form to be printed,
  • Now click OK.
  • Now the dialogue box that will appear called Select Employees for Form W-2/W-3, select the name of the employees you are printing the form for. Alternatively, you can check the Mark All tab and this will select everything name displayed.
  • Now click Print/E-file button. This will open up the print window.
  • You may now be able to print your W-2 Forms.
  • When you are done you can now close the window.

Maintaining employee records, especially their payroll details, is a must for any organization.

QuickBooks W2 forms have made it easier for organizations to manage payroll details. It is the form that is a must to be sent to an employee and the Internal Revenue Service (IRS) at the end of every financial year. W2 forms contain information on annual wages as well as the amount of taxes withheld from a paycheck.

W2 Forms: The Working

It is a legal procedure to distribute W2 forms to each employee who is paid a salary, wage or other forms of compensation from employers. The form, however, is not distributed to employees working on contractual-basis and employees who are self-employed.

The filing of the tax is mandatory for even the contractual employees as well as self-employed ones, though. They do so by filling different forms.
According to the rules, the W2 Form needs to be sent to employees on or before Jan 31 of every year. This gives employee enough time to file their taxes before April 15, which is the deadline for the same in most of the years.

W2 Forms – The Printing

When it comes to distributing W2 forms, a hard copy helps. Thus, it is important to print W2 forms for each and every employee. The printing process for these forms, however, is a little different from a normal one. Also, before printing the W2 forms, it is important to consider a few requirements for the same.

W2 Forms – Printing Requirements

To ensure you don’t face any difficulty in taking a printout of the W2 forms, it is important to fulfill certain requirements.

These printing requirements include the following:

  • The use of a supported Desktop version
  • Whether you have a QuickBooks Payroll Basic Service nor Enhanced Service:
    • If it’s the basic service, the form will not be accessible in the QuickBooks desktop version.
    • To access the same, you can create a payroll summary report
  • For a laser printer, use either blank/perforated papers or pre printed forms while for an inkjet printer, use pre printed forms for best results.
  • You get the latest payroll tax table

W2 Forms – The Printing Process

To print the W2 forms, you must know the steps to be followed. So far as the process is concerned, there are two ways described below that you can consider while aiming at having a hard copy of the forms.

Process 1

The most common process adopted or getting a W2 form printed is explained below with the steps to be followed:

  • Go to the Employees tab
  • Select Payroll Tax Forms
  • Choose W2s
  • Click Process Payroll Forms
  • From the list that appears, select the W2 Forms
  • Now browse to Process W2s
  • Select All Employees or Employee’s Last Name to file batch-wise
  • Go to Select Filing Period In the Year field, select the year in concern
  • Click OK
  • In the Select Employees for Form W2/W3 dialogue box, select the names of the employees for the form to be printed. For all of them to be selected, you can click Mark All tab
  • Click Print/E-file button
  • Follow the instructions on the Print window that you get
  • Close the window when done

Process 2

For QuickBooks Desktop options, there are three defined steps to be followed:

Step 1

Pull up the forms. To do this, you can follow the below-mentioned instructions:

  • Go to the Employees tab from the menu bar
  • Select Payroll Tax Forms
  • Choose W2s
  • Click Process Payroll Forms
  • On the File Forms tab, you get a list of forms. Select Annual Form W2/W3 – Wage and Tax Statement Transmittal
  • Click Create Form button
  • Now browse to Process W2s
  • Select All Employees or Employee’s Last Name to file batch-wise
  • Go to Select Filing Period In the Year field, select the year in concern
  • Click OK
  • In the Select Employees for Form W2/W3dialogue box, select the names of the employees for the form to be printed. For all of them to be selected, you can click Mark All tab
  • Click Print/E-file button
  • Follow the instructions on the Print window that you get
  • Close the window when done

Step 2

Convert to PDF and then print. The steps to be followed to do this are as follows:

  • You can either use a Blank/Perforated Forms or Pre printed Forms. For the latter, you must perform a print test to check and adjust the alignments accordingly.
  • Click Print PDF
  • Your forms get converted into PDF before getting the printout
Note: The export to PDF is only possible if you already have a PDF Reader installed on your computer. If it’s not there, download and install Adobe Reader in your system and you can easily export the forms to PDF Reader.
Technical Support

In case you still have a query and you are unable to print the W2 Forms in QuickBooks, our technical support service offered for your convenience is always there to help you.

We help our customers to track their customers with ease. Our 24*7 availability with well-skilled representatives to handle all your queries is our specialty. You can check our effective technical support service by calling us on smbaccountants.com at any hour of the day.


Further Reading