QuickBooks Online is a popular accounting software that offers a wide range of features to help businesses manage their finances. From tracking expenses and generating invoices to handling payroll and tax filing, QuickBooks Online simplifies the accounting process and saves businesses time and effort.

Filing tax forms, such as the W-3 form, is a crucial task for businesses. The W-3 form is a transmittal form that summarizes employee wages and tax information. It must be filed along with the W-2 forms to report employee earnings to the Social Security Administration.

If you’re using QuickBooks Online for your business, obtaining and submitting the W-3 form can be done quick and easily. In this article, we will explore some of the most convenient ways to obtain W-3 forms in QuickBooks Online.

Using the Payroll Tax Center

QuickBooks Online provides a comprehensive payroll tax center that allows users to manage all their payroll tax-related tasks in one place. To obtain W-3 forms through this center:

  • Login to your QuickBooks Online account.
  • Navigate to the “Employees” tab and click on “Payroll Tax.”
  • In the Payroll Tax Center, select the year for which you need to obtain the W-3 form.
  • Choose the “Forms” option from the menu and select “Annual Form W-3/W-2.”
  • Review the information displayed on the form and make any necessary updates or corrections.
  • Click on the “Print for Your Records” button to obtain a physical copy of the W-3 form.

It’s important to note that you can access the Payroll Tax Center only if you have an active payroll subscription with QuickBooks Online. If you don’t have a payroll subscription, you can consider subscribing to one or explore alternative methods to obtain the W-3 form.

Article for You: How to Get w-3 form QuickBooks Online

Third-Party Providers

If you prefer not to use the Payroll Tax Center or if you don’t have an active payroll subscription, you can opt for third-party services that specialize in tax form preparation and filing. These providers offer a range of solutions for businesses of all sizes and can assist you in obtaining the W-3 form:

  • ADP: ADP is a well-known payroll and HR solutions provider that offers tax filing services. They can help you generate and obtain the W-3 form, ensuring compliance with government regulations.
  • Paychex: Paychex is another reputable provider offering payroll and HR solutions. Their services include tax form preparation, making it easy for businesses to obtain the W-3 form.
  • Gusto: Gusto is a user-friendly payroll platform that simplifies tax filing. They provide assistance in obtaining the W-3 form and offer additional features to streamline the payroll process.

When choosing a third-party provider, it’s essential to consider factors such as pricing, reputation, and customer reviews. Ensure that the provider integrates smoothly with QuickBooks Online and offers reliable support.

Contacting QuickBooks Support

If you’re facing challenges in obtaining the W-3 form or need further assistance, you can reach out to QuickBooks Online support. They have a dedicated team of experts who can guide you through the process and help resolve any issues:

  • Phone Support: QuickBooks provides phone support for its users. You can call their helpline and speak to a representative who can assist you with W-3 form-related queries.
  • Live Chat: The QuickBooks website offers a live chat option where you can connect with a support agent in real time. This can be a convenient way to get immediate help and clarification.
  • Community Forums: QuickBooks has an active online community where users can ask questions and interact with other users. By posting your query on the forum, you may receive guidance from experienced users or QuickBooks support staff.

When contacting QuickBooks support, make sure to provide all the necessary details and explain your situation clearly. This will help the support team understand your issue and provide appropriate solutions.

QuickBooks W-3 Submission

Once you have obtained the W-3 form in QuickBooks Online, it’s important to submit it to the appropriate authorities. The W-3 form is submitted along with the W-2 forms to the Social Security Administration (SSA) at the end of each tax year. Here’s how you can submit the W-3 form:

  1. Review the W-3 form to ensure that all the information is accurate and up-to-date.
  2. Submit the physical copy of the W-3 form to the SSA by mail. The address for submission is provided on the form itself.
  3. Alternatively, you can also submit the W-3 form electronically through the SSA’s Business Services Online (BSO) platform. This method is faster and more efficient.

Before submitting the W-3 form, it’s advisable to keep a copy for your records. This will serve as proof of filing and help you reconcile any discrepancies in the future.

Read more: Tax-Saving Tips for Education Expenses 


Filing tax forms, such as the W-3 form, is a critical task for businesses using QuickBooks Online. By following the quick and easy ways outlined in this article, you can efficiently obtain the W-3 form and fulfill your tax obligations. Whether you choose to utilize the Payroll Tax Center, opt for third-party providers, or seek assistance from QuickBooks support, the key is to ensure accuracy and timeliness in submitting the W-3 form. With QuickBooks Online, managing your tax forms becomes simpler, allowing you to focus on growing your business.