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Year-end checklist for QuickBooks Online Payroll

SOLVEDby QuickBooks2957Updated November 20, 2023

Learn how you can wrap up this year’s payroll and prepare for the next with QuickBooks Online Payroll Core, Premium, or Elite.

Whether it’s filing your taxes or sending out your employees’ W-2s, there are several things you need to get done. Go over these important dates and tasks as you plan your year-end payroll work.

2023

December 4, 2023 through January 1, 2024

December 28 & 29, 2023

Run final payroll for 2023

QuickBooks Online Payroll Core
December 28 at 5:00 PM PT
QuickBooks Online Payroll Premium
QuickBooks Online Payroll Elite
December 29 at 7:00 AM PT

Order year-end supplies

Before the first payroll of 2024

Invite your employees to view their W-2s online

Review and update employee information

Review and update company information

Keep an eye out for federal and state tax changes

2024

The dates that matter to you in 2024 depend if you have Automate taxes and forms turned on.

QuickBooks Online Payroll will automatically pay and file your state and payroll taxes (including year-end flings) only if Automate taxes and forms is turned on. If you aren't sure, check your automatic tax payments and form filing status first.

Need 1099s? 1099s aren’t automatically created for you. If you are in need of 1099s for contractors, select the Payroll menu, then Contractors and Prepare 1099s for the required steps.

Choose your tax payment status to learn more:

Automate taxes and forms ON

January 15, 2024

  • W-2 forms start to become available in your product.

January 16 through January 31, 2024

  • W-2 forms are mailed to employees by USPS.

January 28, 2024

  • E-file your 1099s forms on or before January 28, before 5:00 PM PT so they can be processed and postmarked to your contractors by January 31.

January 31, 2024

  • 1099s
    • If you use our 1099 e-file service by January 28, the 1099 forms will be mailed to your contractors to the addresses indicated in the contractor's profile by January 31. 
    • If you haven't already filed, e-file your 1099-NEC forms before 5:00 PM PT for timely submission to the IRS.
    • If you don't use e-file, 1099s must be mailed to contractors.
  • W-2s
    • W-2 forms will be mailed to your employees to the addresses indicated in the employee profile by January 31.
  • Review your tax forms and payments within QuickBooks Online.

February 28 and March 31, 2024

  • If you use our 1099 e-file service, e-file your 1099-MISC by March 27 so they can be processed by March 31.
  • If you don't use 1099 e-file, the 1099-MISC must be mailed to IRS by February 28.

Automate taxes and forms OFF

January 1, 2024

  • W-2 forms will be available for you to print and file in your product.

January 28, 2024

January 30, 2024

January 31, 2024

  • 1099s
    • If you use our 1099 e-file service by January 28, the 1099 forms will be mailed to your contractors to the addresses indicated in the contractor's profile by January 31.  If you don't use e-file, 1099s must be mailed by this date to contractors.
    • If you haven't already filed, e-file your 1099-NEC forms before 5:00 PM PT for timely submission to the IRS.
    • If you don't use e-file, 1099s must be mailed to contractors.
  • W-2s

February 28 and March 31, 2024

  • If you use our 1099 e-file service, e-file your 1099-MISC by March 27 so they can be processed by March 31.
  • If you don't use 1099 e-file, the 1099-MISC must be mailed to IRS by February 28.

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