E-mailing W-2's to employees

Thanks for reaching out to the Community forum, @BikerCPA.

If you've signed up to QuickBooks Workforce, it will make it easy for you to email W2's to your employees all at the same time. Just make sure you've set up an email address to all of your employees. 

However, if you haven't signed up for QuickBooks Workforce, here's what you'll need to do:

1. Open a browser on your computer or mobile device. QuickBooks Workforce runs smoothly on the latest versions of Chrome, Firefox, and Safari (for Mac).
2. Go to workforce.intuit.com and sign in.

Once done, you can go to this article and follow the steps in the Set up your company file for Qb Workforce Admin section. Here is the link: 

Set up QuickBooks Workforce for your QuickBooks Desktop.

You can get back to me anytime you have additional questions in QuickBooks by posting your response below. I'll do whatever it takes to ensure your concerns are addressed. Have a great day!

I am using Desktop hosted on Right Networks, in case that makes any difference...

So when I go to set up Workforce and invite employees, it asks for a user ID and password but I don't know what needs to be entered there.....

The Right Networks won't affect the sending of email to your employee, BikerCPA.

You'll have to enter your Intuit account on the prompt to proceed in sending an invite to your employees. Once done, you can inform your employees that they will be receiving an email about the invite. You can share the steps below with your employees:

1. Search the email from Intuit with the subject "Finish setting up with [business name]."
2. Click the Get access to paychecks hyperlink to accept the invite. 
3. Create an Intuit account with your email and a password.

Then, your employees can go o to workforce.intuit.com and sign in.

You can refer the links below, to learn more about the process in accessing the paychecks and W-2’s of your employee online:

• Set up QuickBooks Workforce for your QuickBooks Desktop

• QuickBooks Workforce: Access your paychecks and W-2’s online

If you have further questions about this process or need additional help in setting up QuickBooks Workforce, please leave a reply below. I'll be sure to get back.

My question now is, can the W-2's be made available to employees via Cloud Services before they are e-filed with SSA with in QuickBooks?  I prefer employees to have them to review before I submit to SSA in case there is an error, as it is much easier to correct a W-2 than dealing with W-2C

So is it possible to make the W-2's available to employees before submitting to SSA in QuickBooks?  I prefer employees to have the W-2 to review before I submit to SSA in case there is an error, as it is much easier to fix the W-2 than to deal with a W-2C

Thank you for getting back to us, @BikerCPA.

At this time, the W-2 form will only be available on QuickBooks Workforce upon submitting it. Thus, making it available through Cloud Services to let your employees view their W-2 information before submitting it is currently unavailable.

I understand that doing this process will avoid you from filing W-2c if you got an error after submitting it to SSA. As a workaround, you can take a screenshot or print the W-2 form before submitting it and send it manually to your employees. This way, they can review the information.

You might want to check out this article for information about uploading W-2s: Upload paychecks and W-2s.

Please let me know if you need further assistance filing your W-2 forms, or there's anything else I can do for you. I'll be standing by for your response.

Quickbooks really isn't, is it?

I have QB premier acct desktop, and would like to send my EE's their W2s via email.  I checked the box and then to send via email I have to type in each EE's email address!?  Now I have to go to some website to set up something that is already set up in QB and do it all over again.  This is not easy or quick.

It bears repeating, quickbooks isn't!

Agreed! Many things with Quickbooks is not quick.