Comprehensive Guide to Print W-2 in QuickBooks Online Quickly

Learn how to print W-2 forms in QuickBooks Online effortlessly. Get step-by-step instructions and simplify your tax reporting process.

Aug 31, 2023 - 17:13
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Comprehensive Guide to Print W-2 in QuickBooks Online Quickly

W-2 form or wage and tax statement, which an employer must send to its employees by the end of the year. It's a report or a document that carries annual wages and the amount of taxes withheld from their paychecks. QuickBooks offers you two features to share the W-2 form by manually printing the copy or inviting them to the QuickBooks workforce. By accessing this feature of QB, employees can view and
Print W-2 in QuickBooks Online.


If it's necessary to share the W-2 form print manually with your employees, follow the following precise instructions. Before starting the manual process to print the W-2s, you must read the essential pointers mentioned below in this guide.

If you are new to QuickBooks, printing the W-2 without professional guidance can be difficult. So, to get help from the experts, dial TFN +1-(855)-955-1942 and connect with our team of customer support.

Here's How to Print W-2 Form in QuickBooks Online 

Print W2 in QuickBooks Online only if you pay taxes on QB itself (automatically or manually):

Step 1: Get the Blank Paper or W-2 Paper 

To get a print of your form, you must require a paper. Intuit provides you with the Blank W-2 kit to ensure you're using the right paper. There are two different kinds of paper that you can select before making an order: Blank 3-part perforated paper and Blank 4-part perforated paper.  


To get the Blank paper kit, go to Intuit's official website and follow the steps below: 

  • Start up your computer and go to Intuit's official website. 

  • Go to the QuickBooks Check & Supplies menu at this time. 

  • Click on the option that reads Tax Products. 

  • Now select Blank W-2 Kits. 

  • To finally get the order, follow all the displayed instructions and complete the process. 

If you already have the W-2 papers, you can skip that part. 

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Step 2: Print your W-2s Form of Current Year

  • Launch the QuickBooks Online. 

  • Go to the Taxes and then Payroll Taxes. 

  • It will open up a Payroll Tax Center window with a list of made payments. 

  • Move to the next tab, Filings. In the Filings tab, you can select the W-2 form and get a copy for employees and employers. 

  • Choose any of the provided options and select View or Manage: 

  • W-2, Copies A & D (employer)

  • W-2, Copies B, C & 2 (employee)

  • Now, there will be some employees who want a paper copy of the W-2 form and some who don't want a paper copy. So, you can invite the employees on QuickBooks Workplace who don't need a printed form. 

  • Select the employees who require a paper copy and click on View. 

  • There, you will be asked if your employees have contributed to any retirement plan; select Yes or No, and then complete the procedure by following the on-screen steps.

  • Make sure your Adobe Reader or other printed tool is connected, and click on the Print icon. 


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We hope the provided guide is helpful for you to print W-2 in QuickBooks Online. If you face any issues while printing the form or have any relatable queries, dial TFN +1-(855)-955-1942, Our Accounting team is available to assist you on call.

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Robert Downey Hi, I'm Robert, helping entrepreneurs and small businesses succeed with their bookkeeping needs. Get in touch if you need help with QuickBooks or any other financial services. #QuickBooksExpert #DataServiceSolution