1(808) 374-3003 | How To Print W2 in Quickbooks Desktop 2021

 How To Print W2 in Quickbooks Desktop 2021 - To print a W-2 form in QuickBooks Desktop, you'll need to make sure that your payroll tax forms are up to date. If you're not sure how to update your forms, please check out this article. (Now, it's important to note that QuickBooks Desktop does not include electronic filing for W-2s.)

While you can Print W2 in Quickbooks Desktop 2021 yourself, there are a number of advantages to using a service like Intuit Online Payroll, QuickBooks Online Payroll, or QB Desktop Full Service Payroll. Not only do these services allow you to file electronically, but they also automatically calculate your payroll taxes for you. Plus with the click of one button, they can save you time and money by submitting all of the necessary federal and state filings on your behalf -- including W-2s!

If you need to print a W-2 for an employee, here’s how to do it in QuickBooks Desktop.

Step 1: Create a QuickBooks Company File

Before you can print W-2s, you have to have an active company file. If you haven’t created one yet, create one so you can process payroll and print W-2s.

Step 2: Process Payroll

When processing payroll, keep in mind that your payroll tax liabilities are calculated by QuickBooks as your employees are paid. This means when it comes time to pay taxes, the amounts you see in QuickBooks should match what you owe the IRS and your state government at the end of the year. To do this, the company file must be set up with the correct payroll items that match your employees’ wages and deductions.

Step 3: Print or E-file Form W-2 Using QuickBooks Desktop

QuickBooks Desktop has several ways to help you print W-2 forms for your employees. Each method requires that you purchase QuickBooks Desktop Enhanced Payroll. The options include:

Printing: You’ll need preprinted laser forms to print on your own printer using QuickBooks Desktop Enhanced Payroll.

To print W2 forms from QuickBooks, follow the steps below:

From the Employees menu, select Print Forms and then W-2/W-3

Select the employee for whom you want to print a W-2. Choose Preview in PDF to preview the form before printing.

Choose View/Print Return if you need to view or print any corrections you made to a previously filed return.

Select OK and then choose Next.

If you have multiple employees, repeat the process until all of your employees are selected.

Note: If you've never printed a W-2 form in QuickBooks Desktop before, select Set Up Now to complete the process. See also QuickBooks Desktop Payroll Setup Checklist (PDF).

If you e-file your W-2s instead, please see E-file Form W-2 directly from Intuit® Online Payroll.

As you may have already received your W2 forms, you will still need to print them in QuickBooks Desktop. Easy to do! Simply open the employee's name and select the Print/e-file W2s tab. If you're using QuickBooks Enhanced Payroll for Accountants, follow these instructions:

1. Open an employee's name under Employees on the left side of the screen.

2. Select Print/e-file W2s from the dropdown menu.

3. Check the boxes next to all employees who have not had their W2s printed or e-filed yet.

4. Select Print Forms.

5. Select OK when a window pops up asking if you want to continue printing those forms. You should now have a print preview of your forms that can be saved as a PDF file or printed out immediately (depending on your printer settings).

W2 forms will be available in QuickBooks Desktop on January 31st. Once they are available, follow the instructions below to print your W2s:

1. Open QuickBooks Desktop and select the Employees tab at the top of the page.

2. Click Print Forms, then select W2/W3 Forms.

3. Select Year End Copy A, B, C & 2, then click Next.

4. Choose the employee(s) you'd like to print forms for, then click Next.

5. Review your selections and click Print Forms when ready.

In a friendly tone: To print W-2 forms in QuickBooks Desktop 2021, you need to perform these steps:

1. Click Employees from the top menu bar and select Print Forms.

2. Select Employee Forms and choose W-2/W3.

3. Select the form style as well as the layout type you prefer.

4. Choose the employee or employees you want to print out their forms (click All if you want to print all of them) and then click Preview.

5. In the Preview window, select View W-2/W3 Form. The Print window will appear with your tax form displayed on it. Click Print again to start printing them out.