How to Print W-2 and W-3 Forms in QuickBooks

Preparing year-end payroll forms doesn’t have to be stressful. Whether you’re using QuickBooks Desktop or QuickBooks Online, you can quickly print your W-2 and W-3 forms in QuickBooks with just a few simple steps. These forms summarize your employees’ wages and tax withholdings for the year — and must be printed or e-filed accurately to stay compliant with the IRS.

Easily print your W-2 and W-3 forms in QuickBooks Online or Desktop with this complete 2025 guide — includes setup, printing steps, and troubleshooting tips.

Understanding W-2 and W-3 Forms in QuickBooks

Before you print, it’s important to know what these forms mean:

• W-2 Form: Issued to employees, showing their annual wages, federal and state taxes withheld, and other deductions.

• W-3 Form: A transmittal summary form that goes to the Social Security Administration (SSA) along with all employee W-2s.

QuickBooks simplifies this by generating these automatically based on your payroll data — whether you’re using QuickBooks Desktop or QuickBooks Online Payroll.

Steps to Print W-2 and W-3 Forms in QuickBooks Desktop

Printing directly from QuickBooks Desktop (Pro, Premier, or Enterprise) is simple if your payroll subscription is active.

1. Update Payroll Tax Table:

   • Go to Employees > Get Payroll Updates and click Download Entire Update.

   • This ensures the W-2 and W-3 forms reflect the latest tax rates.

   
   

2. Access the Payroll Tax Forms Window:

   • Navigate to Employees > Payroll Tax Forms & W-2s > Process Payroll Forms.

   
   

3. Select W-2 and W-3 Forms:

   • Under the “File Forms” tab, scroll down and choose Annual Form W-2/W-3.

   
   

4. Review Company and Employee Data:

   • Confirm your business info (EIN, address) and each employee’s details are correct.

     
     

5. Choose Printing Options:

   • Select whether you want to print for All Employees or Specific Employees.

   • Use Preprinted or Blank Paper depending on your preference.

   • Click Print/E-File and follow the prompts.

     
     

6. Generate W-3 Summary:

   • After printing your W-2s, QuickBooks will ask if you’d like to print your W-3.

   • Review totals carefully and print it for SSA filing.

Pro Tip: Always print a test copy first to ensure your alignment matches the paper form layout.

Steps to Print W-2 and W-3 Forms in QuickBooks Online

If you’re using QuickBooks Online Payroll, the process is just as straightforward:

1. Log In to QuickBooks Online Payroll:

   • Go to Taxes > Payroll Tax > Filings.

   
   

2. Locate Your W-2 Forms:

   • Under Annual Forms, select W-2, Copies A, B, C, D, 2, and 2.

     
     

3. Verify Employee and Company Information:

   • Check your employer identification number (EIN), legal business name, and employee wages for accuracy.

   
   

4. Choose the Correct Filing Year:

   • Select the appropriate tax year you want to print.

   
   

5. Download and Print:

   • Click View or Download PDF.

   • Choose whether to print employee copies or employer copies.

   • Use Adobe Reader for the best results when printing.

   
   

6. Print Your W-3 Form:

   • Once all W-2s are printed, go back to Annual Forms and select W-3.

   • Review totals and print or e-file directly to the SSA if enabled.

Troubleshooting Printing Issues

If you run into problems trying to print your W-2 and W-3 forms in QuickBooks Desktop or Online, here are some common fixes:

• Forms won’t load: Ensure your tax table and QuickBooks software are fully updated.

• Alignment problems: Use QuickBooks’ built-in print alignment feature before printing.

• Missing employee info: Double-check employee setup in Payroll Center > Employees.

• Browser issues (for Online users): Try Chrome or Firefox, clear cache, and disable pop-up blockers.

• PDF won’t open: Update your PDF viewer or reinstall Adobe Acrobat.

Still stuck? Contact QuickBooks support at +1(866)500-0076 for quick assistance.

Best Practices for W-2 and W-3 Compliance

• Verify data early: Confirm employee details (SSN, address, wages) before December.

• Order IRS-approved forms: If using preprinted paper, ensure they meet SSA requirements.

• Keep digital backups: Save copies of all printed or e-filed W-2 and W-3 forms.

• Distribute on time: Employees must receive their W-2s by January 31st.

• Double-check totals: Totals on your W-3 must exactly match all attached W-2s.

Conclusion

Learning how to print your W-2 and W-3 forms in QuickBooks ensures your business stays compliant, organized, and stress-free during tax season. Whether you’re working in QuickBooks Desktop or QuickBooks Online, QuickBooks simplifies every step — from generating to printing and filing.

For any technical issues or payroll support, don’t hesitate to contact QuickBooks experts at +1(866)500-0076 — available to guide you through every stage of your year-end tax filings.

FAQs

Q1. Can I print W-2s on plain paper from QuickBooks?

Yes. Both QuickBooks Online and Desktop allow you to print W-2s on blank paper, as long as it meets IRS standards.

Q2. How do I print W-2 forms for previous years?

In QuickBooks Online, go to Taxes > Payroll Tax > Filings > Annual Forms and choose the year. In Desktop, open Process Payroll Forms and select the year from the dropdown.

Q3. Can I e-file instead of printing?

Yes. QuickBooks allows you to e-file both W-2 and W-3 forms directly to the SSA through your payroll subscription.

Q4. Why can’t I see the W-2 option in QuickBooks?

You might not have an active payroll subscription. Update your plan or verify that year-end forms are enabled in your payroll settings.

Q5. What’s the deadline for sending W-2 forms to employees?

The IRS deadline is January 31st each year. Employees should receive their printed or electronic copies by that date.

Read Also: QuickBooks Form 940