Year-end checklist for QuickBooks Desktop 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 27, 2024

Run final payroll for 2024

• 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.
• Add the year's final fringe benefits to paychecks.
• Report company-paid healthcare on your employees' W-2s if needed.
• Add any commissions your employees earned.
• Contribute to your employee’s retirement.

Order year-end supplies

• Order W-2 perforated forms and envelopes.
• Subscribe to our labor law compliance posters. This way you know when the law changes.

Before the first payroll of 2025

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.
• Update State Unemployment Insurance rates.
• Review and update your company's legal address or name.

January 27, 2025

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, 2025

• 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, 2025

• E-file your 1099s early so they can be processed and postmarked to your contractors by January 31.

January 31, 2025

• Send W-2s to your employees.
• If you haven't already filed, e-file your 1099-NEC for timely submission to the IRS.

February 28 and March 31, 2025

• 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.