File your W-2 and W-3 forms

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’ll file the W-2s for you and send copies to your employees if they opted for a paper copy. The W-2s will be sent to the mailing address listed in the employee profile.

Additional fees apply for us to mail W-2 copies to your employees. To avoid additional fees, you can:

Print your W-2s yourself and give them to your employees (must be changed by January 3 to avoid the fees)

Note: Per IRS regulations, your employees must receive paper copies of their W-2s, unless they opt for a paperless W-2.

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.

OR, Invite your employees to opt for a paperless W-2

Invite your employees to opt for a paperless W-2. Then your employees can view and print their own W-2 from QuickBooks Workforce.

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

Follow the steps below to e-file your W-2s.

If you opted to pay and file with the agencies yourself

You’ll need to e-file your W-2s using the steps below.  You can’t print the employer copies from QuickBooks.  You can print the copies to send to your employees. 

Step 1: E-file your W-2s

1. Sign in to your QuickBooks Online account.
2. Select Taxes, then Payroll tax (Take me there).
3. Select Filings.
4. From W-2 Copies A & D (employer), select File.
5. Select Annual Forms, then W-2 Copies A & D (employer).
6. Select Continue.
7. If prompted, tell us whether or not one or more employees were active participants in a retirement plan during the tax year.
8. On the Employer Copies: Form W-2 page, select View to open Acrobat Reader.
9. Review and print Copy D (Employer's copy) for your records.
10. Select Submit to authorize us to file Copy A of Form W-2 electronically for you.

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. Select Taxes, then Payroll tax (Take me there).
2. Select Payroll forms or filings, then W-2.

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

Your employees can also view their W-2s online in QuickBooks Workforce. Now you can print your W-2 forms and send them to your employees by January 31.

We’ll file your W-2s for you. You can opt to print copies for your employee’s yourself once they’re ready, or have us send them to your employees (fees apply).

These are the steps to e-file your Federal W-2s to the SSA. When finished, you may also need to File your state W-2s.

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

The first step to electronically file your W-2s is to set it up. 

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

Step 2: Create your W-2 Forms

Next, you’ll be able to create your W-2s. 

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

Now you’re ready to send us your W-2s to file electronically. 

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)

You’ll need to 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 January 31. See 2023 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
2. Select Employees & Payroll
3. Select Payroll Summary
4. Make sure your date range spans an entire calendar year.
   Note: Reference the Total column on the far right for W-3 totals.
5. Select Print.