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BikerCPA
January 7, 2020
Question

E-mailing W-2's to employees

  • January 7, 2020
  • 8 replies
  • 39 views

Last year it was easy to email W-2's to employees with enhanced payroll for accountants, desktop.  I was able to send them all at the same time, just like emailing paystubs.  I want to email them out BEFORE I submit to SSA, and it looks like I have to manually enter every employee's email address and send them one at a time?  Am I doing something wrong or missing something?  This will take forever.....and too easy to make a mistake with the email addresses.

    8 replies

    MirriamMQuickBooks Team
    QuickBooks Team
    January 7, 2020

    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!

    BikerCPAAuthor
    January 7, 2020

    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.....

    Mark_RModerator
    Moderator
    January 20, 2021

    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.

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