As the end of the fiscal year approaches, businesses must tackle various financial tasks, including the issuance of W-2 forms to employees. These forms, vital for tax reporting, outline earnings and tax withholdings throughout the year. QuickBooks Online offers a streamlined solution for printing W-2 forms, making the process efficient for employers. This guide provides a clear, step-by-step walkthrough to help you how to print W-2 forms in QuickBooks Online payroll with ease.

Understanding W-2 Forms

Before delving into the printing process, it’s crucial to grasp the significance of W-2 forms. These forms, officially known as Wage and Tax Statements, are mandated by the IRS for all employers. They detail an employee’s annual wages and tax withholdings. Employers must provide QuickBooks online print w2 forms  to employees subject to income, social security, or Medicare tax withholdings.

Preparing to Print W-2 Forms in QuickBooks Online

  1. Verify Data Accuracy: Ensure all employee details in QuickBooks Online are accurate and up-to-date, including names, social security numbers, addresses, and payroll information.
  2. Confirm Subscription: Check that your QuickBooks Online subscription includes payroll services and supports W-2 printing.
  3. Acquire W-2 Paper: Obtain W-2 paper that meets IRS standards, available from office supply stores or QuickBooks.
  4. Update Software: Keep QuickBooks Online updated to access the latest features and tax tables required for accurate W-2 printing.

Step-by-Step Guide to Printing W-2 Forms

Step 1: Access W-2 Form Feature

  • Navigate to the ‘Taxes’ tab in QuickBooks Online and select ‘Payroll Tax’.
  • Click on ‘Annual Forms’ under ‘Forms’.
  • Choose ‘W-2, Copies A & D’ for the employer and ‘W-2, Copies B, C & 2’ for employees.

Step 2: Review W-2 Information

  • QuickBooks Online displays a list of eligible employees for how to print a w2 in QuickBooks .
  • Review each employee’s information for accuracy to ensure compliance.

Step 3: Print W-2 Forms

  • Select the employees needing W-2 forms.
  • Choose the printing option suitable for your W-2 paper type.
  • Adjust printer settings as needed.

Step 4: Distribute W-2 Forms

  • Distribute printed W-2 forms to employees by the IRS deadline, typically January 31st.
  • Submit a copy to the Social Security Administration by the end of February (if filing by mail) or the end of March (if filing electronically).

Tips for Printing W-2 Forms

  1. Verify Information: Double-check employee details to avoid errors and potential penalties.
  2. Consider Electronic Filing: QuickBooks Online offers electronic filing options for efficiency and accuracy.
  3. Maintain Records: Keep copies of issued W-2 forms for at least four years as per IRS requirements.


Printing W-2 forms in QuickBooks Online is a straightforward process that reduces administrative burden during tax season. By following this guide, businesses can comply with IRS regulations and provide employees with essential tax documentation efficiently. Stay informed about QuickBooks features and IRS guidelines to streamline payroll operations effectively and ensure compliance.