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Year-end checklist for QuickBooks Payroll
Use this year-end checklist to prepare your tax forms in QuickBooks Desktop Payroll.
December and January are important months for every business. Whether it’s filing your taxes or sending out your employees’ W-2s, there are several things you need to get done.
Use this guide if you use one of the following payroll products:
QuickBooks Desktop Payroll Basic
QuickBooks Desktop Payroll Enhanced
Go over these important dates and tasks as you plan your work. If you need more info, select the link for more help.
December 29, 2025
Run final payroll for 2025
Make sure employee wages and benefits are correct.
If you use direct deposit, send off the year's final paychecks and pay employee bonuses by 5:00 PM PST.
Report all employee paychecks, including handwritten, commission, termination, and bonus checks.
Report company-paid healthcare on your employees' W-2s if needed.
Add any commissions your employees earned.
Order year-end supplies
Subscribe to our labor law compliance posters. This way you know when the law changes.
Before the first payroll of 2026
Invite your employees to view W-2s online
Invite your employees to QuickBooks Workforce so they can see their pay stubs and W-2s online.
Review and update employee information
Install the latest payroll update and make sure your QuickBooks is on the latest release.
Update employee information, such as employee SSNs, legal names, and addresses. Ask employees to review and update W-4 and state withholding forms.
Review and update any changes to your federal deposit and filing schedule.
Review sick and vacation hours, including used and unused time.
Review and update company information
Run reports for year-end: employee details, payroll details, taxes, and wage summary.
Review and update your company's legal address or name.
January 26, 2026
Prepare and file payroll tax forms and payments
Review and file state forms and make tax payments (form names, due dates, and lead times vary by state).
January 29, 2026
E-file your W-2 forms with the Social Security Administration
E-file your W-2 forms with your state. State lead times may vary.
Review and file federal forms and make tax payments, such as 941/944 or 940.
Before January 31, 2026
E-file your 1099s early so they can be processed and postmarked to your contractors by February 2, 2026.
January 31, 2026
Send W-2s to your employees.
February 2, 2026
If you haven't already filed, e-file your 1099-NEC for timely submission to the IRS.
February 28 and March 31, 2026
February 28 is the final day for paper filers to file 1099-MISC forms with the IRS.
March 31 is the final day to electronically file 1099-MISC forms with the IRS.
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