Space for pervasive banner when authenticated
Understand the timing for your W-2s
Find out when your W-2s are filed, sent to employees, and available for viewing and printing based on your specific Intuit QuickBooks Workforce or QuickBooks Desktop Payroll service.
| Note: Not sure which payroll service you have? Here's how to find your payroll service. |
Intuit QuickBooks Workforce
| W-2 task | Dates |
|---|---|
| Employee option for paperless W-2 | Employees can opt out of mailed copies through QuickBooks Workforce now through January 3. |
| Preview | You can preview W-2s anytime of the year. |
| W-2 corrections before filing | If you find an error while previewing your W-2s, fix it by January 3 to avoid a W-2C. |
| Filing | We automatically file for you shortly after January 1. |
| Delivery | We mail paper copies to employees who opted for paper copies via USPS from January 16 through January 31. Refer to Avoid print and mailing fees for more info. |
| Access and print (employer) | View and print W-2s starting January 15. |
| Access and print (employee) | Employees can view and print via QuickBooks Workforce one the W-2s have been filed. |
Avoid print and mailing fees
Invite your employees to opt for a paperless W-2. Then your employees can view and print their own W-2 from QuickBooks Workforce.
Print your W-2s yourself and give them to your employees (must be changed by January 3 to avoid the fees). Per IRS regulations, your employees must receive paper copies of their W-2s, unless they opt for a paperless W-2.
Go to Settings ⚙, then Payroll Settings.
From Form W-2 printing, select Edit ✎.
Choose I'll print and mail W-2s to my employees.
You can invite your employees to opt for a paperless W-2 from here if you want.
QuickBooks Desktop Payroll Assisted and QuickBooks Desktop Payroll Enhanced
| W-2 task | QuickBooks Desktop Payroll Assisted | QuickBooks Desktop Payroll Enhanced |
|---|---|---|
| Preview | Preview W-2s from November 7 through December 15 to fix errors and avoid W-2Cs | Not available. |
| Filing | We file for you shortly after January 1. | You file electronically or manually on or after January 1. The deadline to file is February 2. |
| Delivery | Refer to Delivery Options. | You must print and send W-2s to your employees. Postmarked by January 31. |
| Access and print (employers) | W-2s are available in the Payroll Tax Center starting January 10. | You can view and print your W-2s starting January 1. |
| Access and print (employees) | Employees can view and print via QuickBooks Workforce one the W-2s have been filed. | Employees can view and print via QuickBooks Workforce one the W-2s have been filed. |
Delivery Options for QuickBooks Desktop Payroll Assisted
You have two options for W-2 delivery to your employees. The default option is the Intuit Print Service.
Option 1. Intuit Print Service. We mail W-2s to your employees home addresses starting January 16 through January 31. Additional fees apply.
Option 2. Self-print. You purchase W-2 paper and print your W-2s (available January 10) and send them to your employees.
Change your delivery option
Select or change your W-2 print option by December 31, 2026.
Note: You can't change this option from January 1 through February 15.
Select the File Forms tab.
Select View/Print Forms & W-2s.
Enter your Payroll PIN.
The default option is Intuit Print Service. If you want to change to Self-Print,
Select the Change W-2 printing option link.
Select Self-Print.
Related Links
Sign in now for personalized help
See articles customized for your product and join our large community of QuickBooks users.
Call Sales: 1-800-365-9606
