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Depending on your payroll tax setup, we’ll file your W-2s automatically, or you’ll have to e-file them through QuickBooks.  

If you're set up to have QuickBooks automatically pay your taxes and file your forms

We file the W-2s for you.

We'll also send copies to your employees who opted for a paper copy to the mailing address in their employee profile.

Additional fees apply for us to mail W-2 copies to your employees. To avoid these fees, change your preferences by January 3. 

• Paperless: Invite your employees to opt for a paperless W-2. Then your employees can view and print their own W-2 from QuickBooks Workforce.
• Self-print: Print yor W-2s yourself and give them to your employees. 

1. Go to Settings ⚙, then Payroll Settings.
2. From Form W-2 printing, select Edit ✎.
3. Choose I'll print and mail W-2s to my employees.
4. You can invite your employees to opt for a paperless W-2 from here if you want.
5. Print your W-2s.

If you’re set up to pay and file electronically through QuickBooks

If you opt to manually control the filing process, follow these steps:

1. Follow this link to complete the steps in product
2. Select Filings Tab.
3. Locate W-2 Copies A & D (Employer) in the Action Needed section and select File.
4. If prompted, indicate whether any employees were active participants in a retirement plan during the tax year.
5. On the Employer Copies: Form W-2 page, select View to open Acrobat Reader.
6. Review and print Copy D (Employer's copy) for your records.

Once we’ve processed your W-2 filing, we’ll send you an email letting you know it’s complete.
You can also check the status of your filing on the status page:

1. Follow this link to complete the steps in product
2. Select Payroll forms or filings, then W-2.

You can print W-2s directly from QuickBooks and distribute them to your employees.

We’ll file your W-2s for you. 

You can opt to print copies for your employees yourself once they’re ready, or have us send them to your employees (additional fees apply).

Select or change your W-2 print option by December 31

1. Select the File Forms tab.
2. Select View/Print Forms & W-2s.
3. Enter your Payroll PIN.
4. The default option is Intuit Print Service. If you want to change to Self-Print, select the Change W-2 printing option link, then select Self-Print.

The QuickBooks design has been updated! If this video doesn't match what you see in QuickBooks, use the in-app Search bar to navigate to the page you need.

To e-file your Federal W-2s to the Social Security Administration (SSA) follow these steps. When finished, you may also need to File your state W-2s.

Step 1: Set up your W-2 E-filing

1. Select Employees, then Payroll Center.
2. Open the QuickBooks Desktop Payroll Setup.
3. From the Payroll Center, select the File Forms tab.
4. From the Other Activities list at the bottom, select Change Filing Method.
5. Select Continue.
6. Select Federal Form W-2/W-3 from the list of forms, then select Edit.
7. Select E-file, then Finish. This will open the enrollment instructions that you can read and print.
8. Close the View Enrollments window.
9. Select Finish Later.

Step 2: Create your W-2 Forms

1. Select Employees, then Payroll Tax Forms and W-2s.
2. Select Process Payroll Forms.
3. From the File Forms section, select Annual Form W-2/W-3 - Wage and Tax Statement/Transmittal and select Create Form.
    

Step 3: Send your W-2s

1. From Process W-2s, select All Employees to file by batch.
2. From the Select Filing Period section, enter the year of the form you’re filing, and select OK.
3. In the Select Employees for Form W-2/W-3 window, select the employees. You can also select Mark All to select all employees displayed.
4. Select E-File Federal Forms.
5. Enter your business phone number and email address. 
6. Select Submit.

Step 4: Print your W-2s and send them to your employees

Now you can print your W-2 forms and send them to your employees by January 31. 

Step 5: Upload your W-2s to QuickBooks Workforce for your employees to view (optional)

Upload the W-2s so your employees can view their W-2s online in QuickBooks Workforce. 

You’ll need to file your Federal and state W-2s and W-3 manually by February 2. See 2025 IRS W-2 filing instructions.

1. Select Business Overview, then Reports.
2. In the Find report by name dropdown ▼, enter Payroll Tax and Wage Summary.
3. Change the date range to This Year. Select Apply.
4. Select the Share dropdown ▼, and choose if you want to save or print your report.

1. Select Reports, then Employees & Payroll
2. Select Payroll Summary
3. Make sure your date range spans an entire calendar year.
   Note: Reference the Total column on the far right for W-3 totals.
4. Select Print.