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Level 2

Print W-2 forms

Do I have to have enhanced payroll to print out W-2/W-3?  Can I do this in Basic payroll?  If so how?

Best answer January 15, 2019

Best Answers
Not applicable

Print W-2 forms

Yes, payroll forms require an Enhanced payroll subscription.

Basic is for people who have someone else, like their accountant, do payroll forms.

View solution in original post

21 Comments 21
Not applicable

Print W-2 forms

Yes, payroll forms require an Enhanced payroll subscription.

Basic is for people who have someone else, like their accountant, do payroll forms.

Level 1

Print W-2 forms

i have the enhanced version

Not applicable

Print W-2 forms

Greetings, @201673729,


Thanks for adding to the conversation. Let's make sure you're able to print your W-2 forms.


Since you're using the Enhanced Payroll version, you can now print your reports anytime. Before doing so, please make sure your tax table is updated. Here's how:

  1. Go to the Employees tab.
  2. Select Get Payroll Updates.
  3. Put a check in the Download Entire Update checkbox.
  4. Select Download Latest Update.
  5. A window appears when the download is complete.

To start printing your W-2s, please follow the steps below:

  1. Go to the Employees menu.
  2. Choose Payroll Tax Forms & W-2s.
  3. Select Process Payroll Forms.
  4. Double-click Annual Form W-2/W-3 - Wage and Tax Statement/Transmittal.
  5. If you are not able to find the form in the list; scroll down the list and look for the form or activate the form by clicking the Forms drop-down arrow and choosing Make a New Form Active. Choose Federal then click the W-2 form. Once done, click Add Form.
  6. Select the correct filing period or year and click OK.
  7. Mark the employee names you want to create W-2s and choose Review/Edit.
  8. Click the Check for Errors button at the bottom. Make sure there aren't any errors left.
  9. Choose the Print for Your Records button, then mark the radio button for W-2 copies you'd like to print.
  10. Once done, click Print PDF.

That should get you on the right track, @201673729. You may want to check this article to know more about printing your W-2s in QuickBooks Desktop: Print W-2 and W-3 forms


Do let me know if you have any more questions with the process. I'm here to assist you anytime. Have a good one!

Level 1

Print W-2 forms

I do have enhance payroll!!!!!!  can you just tell me how to do it where to find it and how to print them off.

Level 1

Print W-2 forms

The W-2 order form says that they are compatible with Basic Payroll. Why does it say this if you can't print them from QB Basic Payroll?
QuickBooks Team

Print W-2 forms

I appreciate you joining and voicing out in this thread, @joannlw.


We offer three different payroll subscription for our QuickBooks Desktop users: Basic, Standard, & Enhanced. Included in the Basic Payroll are the following:

  • Instant paychecks for W-2 employees.
  • Automatic tax calculations.
  • No tax forms included - create reports for your accountant for tax filings.
  • Free direct deposit.
  • Free live support from experts.

To learn more about the features for each subscription, I recommend checking this link: Try Payroll for QuickBooks Desktop.


You'll have to upgrade your payroll so you can pull up and print the W-2 form. To do that, you can contact our phone team:

  1. Open QuickBooks Desktop.
  2. Click the Help tab at the top menu bar.
  3. Click QuickBooks Desktop Help.
  4. Click the Contact us hyperlink.

Additionally, I'm adding the Payroll Helplink for future help. The page has the articles related about employees, your subscription, payroll and paychecks, taxes, E-file, and E-pay, View My Paycheck and Payroll liabilities.


Let me know if there's anything else you need or if you have follow-up questions. I'm still here to help you more about payroll. Wishing you all the best!

Lost In Indiana
Level 1

Print W-2 forms

I am using pre perforated paper. It aligns perfectly. The issue I have is I want two per page BUT the same employee. I cannot send an employee a W-2 with someone else info. I have enhanced payroll and I have done everything by instructions BUT when I go to print. It either prints one copy on a W-2 form (if I choose to just print one employee) OR  I chose all employees and it prints TWO employees info on one form.

QuickBooks Team

Print W-2 forms

I'm glad that you reached out to us, @Lost In Indiana.


For now, there's no option in Quickbooks to print two W-2 copies of the same employee using a perforated paper. The program will only print a single copy if there's only one person selected.


Therefore, you need to print two W-2 forms for one employee. 


You can also check the year-end checklist in QuickBooks Desktop Payroll to prepare your tax forms.


If you have other question in regards to printing tax forms in QuickBooks, you can comment below. I'll be there to help.

Level 1

Print W-2 forms

I do have enhanced


Print W-2 forms

Good to have you here, Vicki65.


You can print W-2 and/W-3 forms using your Enhanced Payroll. You may refer to the steps provided above on how to print them or check out this article to learn additional information about printing W-2/W-3 forms.


I've also added this article you can check on how to E-File Federal W-2 forms for your reference: E-file Federal W-2 Forms


If you need more help, please don't hesitate to tag me in a comment below. Thanks!




Level 1

Print W-2 forms

I have done all these steps multiple times, and Adobe says the files aren't recognized.  Adobe has never failed to print w-2's in all the years I have used it before, and still prints pay stubs perfectly now.  If I save the files as .pdf to my computer and try to open them in Adobe I receive the same error message

Candice C
QuickBooks Team

Print W-2 forms

Hey there, @MikeWenger


Thanks for joining in on this thread. It's my priority that you're able to get this resolved. 


Since you've already tried our steps to help remove this error, I recommend contacting our Customer Support Team. They have more tools to help walk you through some additional steps. 


Here's how: 


  1. Go to the Help menu. 
  2. Pick the QuickBooks Desktop Help option. 
  3. Click the Contact Us hyperlink.
  4. Type in your question and hit Let's Talk
  5. Scroll down and choose to Get a callback


That's all there is to it. Here's an article that might become helpful for you and your business: Print your W-2 forms


Let me know how it goes. I want to make sure that you're able to get back to running your business. I'm only a post away if you need me. Have a good one!

perkinsgoodbye hugs
Level 1

Print W-2 forms

I need to upgarde to enchanced payroll to get w-2



Print W-2 forms

By following these steps, you can generate and print the W2 form in QuickBooks, @perkinsgoodbye hugs.


Thanks for posting and joining this thread. I’m here to provide information, so you’ll be able to get W2 in QuickBooks Desktop.


Here are the steps to upgrade to Enhanced Payroll service:


  1. Select the Employees menu, then go to My Payroll Service > Change Payroll Service Options.
  2. Choose the Enhanced option.
  3. Click Learn More next to one of the options. QuickBooks guides you through the process of changing your service.
  4. Sign in using your Intuit Account login.
  5. Choose the option you want by clicking on the Learn More button.
  6. Hit Proceed to Checkout.
  7. Select or update the Payment method.
  8. Follow the onscreen instructions, and then Return to QuickBooks.


You can also contact our Payroll Support team if you need further assistance with the upgrading process. 


I’ve also attached several resources that can help manage your forms and other tasks before and after printing:



I’d be happy to help if you have additional questions about W2. Just drop a comment below. I’ll be here!

Level 1

Print W-2 forms

where do I find to print on online accountant?



Print W-2 forms

Hello there, CraftsmenGroup.


In QuickBooks Online Accountant, you can print the W-2 forms by following these steps:


  1. Go to Taxes on the left panel.
  2. Select the Payroll tab.
  3. Select Forms, then select the applicable year and period drop down arrow for W-2s.
  4. Click View to open Adobe Reader in a new window.
  5. Select the print icon on the Reader toolbar.
  6. Then, click Print.


If you have auto pay and file turned off, you can check this article for more details: Print your W-2 forms. You may want to check the lists of payroll reports that you can run in the program: Run payroll reports


 Let me know if you have other questions. I'm right here to assist anytime. Take care always.

Level 1

Print W-2 forms

i need to speak with some one about a w-2's for one of my employees there social security number is wrong on there w-2's form


QuickBooks Team

Print W-2 forms

Good day, @464809382.


Thank you for joining the Community. Let me help you with correcting your employee's social security number.


Here's how:


  1. Select Workers on the left pane.
  2. Select Employees.
  3. Choose the employee's name.
  4. Click Edit employee.
  5.  Select the edit (pencil) icon to update W-4 information.
  6. Enter the right SSN.
  7. Click Done.

In case you still want to speak to an agent, you can contact our customer support.


You can also check on this article if you want to print your W-2 forms.


Please let me know if I can be of any additional help. Have a good one and stay safe!

janet pawlowski
Level 1

Print W-2 forms

QuickBooks is saying that my enhanced payroll is in active, but it is not!

Level 1

Print W-2 forms

help me get my w2 please if there is no way you could help me change my old address send me the new address

QuickBooks Team

Print W-2 forms

Allow me to help you with your W-2 form concern, 5123.


If you need to correct any information on an employee's W2 form before filing, you can edit it on their profile. However, if it has already been filed, you'll need to manually create new W-2 and W-3 forms and file them with the Social Security Administration. Check out the steps below:


  1. Open QuickBooks Desktop and select Employees. Then, Payroll Center.
  2. Click the File Forms tab and hit the Annual Form W-2c/W-3c - corrected Wage and Tax Statement, then Create Form.
  3. Select the employee’s last name and hit OK.
  4. Click the employee(s) who need a W-2c. Select Review/Edit.
  5. Answer the question: Have you made the W-2 corrections in QuickBooks Desktop?
  6. If Yes - The current QuickBooks Desktop info shows in the Correct information column on the W-2c. Enter the Previously Reported amount for the items that should be corrected.
  7. If No - The current QuickBooks Desktop info shows in the Previously Reported column on the W-2c. Review each W-2c worksheet and enter the correct amounts in the Correct Information column.
  8. Review each page and select Next as needed.
  9. Check the box Check if this is a W-2c (corrected W-2).
  10. Fill in only the lines that need to be fixed in both the Previously Reported and Correct Information columns. Do this on Federal, State, and local info as needed.
  11. Remove the amounts from the remaining lines. Right-click on the amounts and select Override, then delete the amounts. Do this on Federal, State, and local info as needed.


You can refer to the General Instructions for Forms W-2c and W-3c in the General Instructions for Forms W-2 and W-3.


For further information on correcting your forms, check out this link: Fix an incorrect W-2 and W-3.


Moreover, check out this article for detailed steps in printing your W-2 and W-3 forms: Print your W-2 and W-3 forms.


Comment below if you have additional questions about managing your W-2 forms. I'll be around to assist you. 

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