When tax season rolls around, accuracy and timeliness are everything. If you’re using QuickBooks for payroll, you're well-positioned to streamline the process of preparing year-end tax documents. But to stay compliant and avoid penalties, it's essential to know how to Print W-2 & W-3 Forms in QuickBooks correctly and efficiently.
Master the 2025 steps to Print W-2 & W-3 Forms in QuickBooks. Call our support team at +1-888-209-3999 for guided help.
This detailed 2025 guide walks you through everything—from preparing your payroll data to printing your forms with confidence.
What Are W-2 and W-3 Forms?
W-2 Form: Reports an employee’s annual wages and the amount of taxes withheld.
W-3 Form: A transmittal summary form that accompanies all your W-2s when submitting to the Social Security Administration (SSA).
All employers are required to file W-2 and W-3 forms annually, with a submission deadline of January 31st, 2025. Print W-2 & W-3 Forms in QuickBooks Whether you're filing electronically or by mail, QuickBooks provides built-in tools to make the process easier.
What You Need Before You Start
To get started with printing W-2s and W-3s in QuickBooks, ensure the following are in place:
An active QuickBooks Payroll subscription (Enhanced or Assisted)
The latest Payroll Tax Table updates
Correct and complete employee information
IRS-approved W-2/W-3 paper (blank or pre-printed, depending on your printer)
Adobe Acrobat Reader for viewing printable forms
If you need help updating your payroll setup, call our support team at +1-888-209-3999.
How to Print W-2 Forms in QuickBooks Desktop (2025)
Step 1: Access Payroll Center
Launch QuickBooks Desktop.
Go to Employees > Payroll Center.
Step 2: Select W-2/W-3 Form Option
Under the File Forms tab, choose Annual Form W-2/W-3 - Wage and Tax Statement/Transmittal.
Click Create Form.
Step 3: Choose Tax Year
Select the appropriate filing year (usually the prior year, such as 2024 for filing in January 2025).
Click OK.
Step 4: Select Employees
Choose either All Employees or select specific employees.
Click Review/Edit to check the data for accuracy.
Step 5: Preview and Review Data
Double-check employee wages, tax withholdings, and Social Security numbers.
Click Submit Form once you’ve confirmed all data is accurate.
Step 6: Print W-2 Forms
Choose Print/E-file.
Select the copies to print:
Copy A for the SSA
Copies B, C, and 2 for employees
Follow the print alignment settings, and print your forms.
Read this Blog: QuickBooks Not Sending Emails
How to Print W-3 Form in QuickBooks
QuickBooks automatically generates your W-3 form based on the W-2s you've created.
Steps:
Go back to Payroll Center > File Forms.
Choose Annual Form W-2/W-3.
Select the option to print Only the W-3 form.
Review the summarized data.
Print and include with your W-2 submissions (unless e-filing).
How to Print W-2 & W-3 Forms in QuickBooks Online
If you're using QuickBooks Online Payroll, the process is slightly different:
Step 1: Navigate to Payroll
From the left-hand menu, go to Payroll.
Step 2: Go to Tax Filings
Select Filings under the Taxes section.
Step 3: Choose Annual Forms
Look for W-2s under Annual Forms.
Select the correct tax year.
Step 4: Preview and Download
Open the employee’s W-2 form.
Download and print the form using your printer.
Step 5: Print the W-3
QuickBooks Online also auto-generates the W-3 form.
Open, review, and print it from the same filings section.
For help with QuickBooks Online payroll, contact us at +1-888-209-3999.
Best Practices for Printing Tax Forms
Use IRS-compliant perforated paper for clean prints.
Perform a test print before finalizing.
Confirm all employee and company information is correct.
Use laser printers for better alignment and clarity.
Save a digital copy of all forms for recordkeeping.
E-Filing W-2 & W-3 Forms with QuickBooks
If you'd rather avoid printing and mailing, QuickBooks Enhanced Payroll and Assisted Payroll allow you to e-file your W-2s and W-3 directly to the SSA.
Benefits of E-filing:
Faster processing
Built-in accuracy checks
Instant confirmation
No need for paper or postage
To activate or troubleshoot e-filing in QuickBooks, call +1-888-209-3999 for real-time assistance.
2025 Filing Deadlines to Remember
FormDeadlineSubmit ToW-2January 31, 2025Employees and SSAW-3January 31, 2025SSA
Missing these deadlines may result in penalties. Stay on track by preparing your forms in advance.
Conclusion
Filing year-end tax forms doesn’t need to be overwhelming. QuickBooks makes it easy to create, manage, and Print W-2 & W-3 Forms—so long as you follow the right steps and keep your payroll information up-to-date.
Whether you choose to print and mail or take advantage of QuickBooks' e-filing options, this guide ensures you're well-equipped to handle your 2025 tax season with confidence.
If you face any issues along the way or need step-by-step assistance, don’t hesitate to call our QuickBooks support team at +1-888-209-3999.
Frequently Asked Questions
Q1. Do I need special paper to print W-2/W-3 forms in QuickBooks?
Yes, use IRS-approved pre-printed or blank perforated forms for best results.
Q2. Can I still print W-2 forms after I e-file them?
Yes. QuickBooks allows you to print employee copies even after e-filing the official submission.
Q3. How do I correct a W-2 after printing or submitting it?
You'll need to file a W-2c (Corrected Wage and Tax Statement). QuickBooks allows amendments in most payroll versions.
Q4. Do I need to print the W-3 form separately?
Not if you're e-filing. The W-3 is automatically included. If mailing, you must print and submit it with your W-2s.
Q5. Can I reprint W-2s if they are lost or damaged?
Yes. Go to the Payroll Center, select W-2s for the correct year, and reprint as needed.
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