To quickly print W-2 forms in QuickBooks Desktop, the entire process involves a straightforward process to generate the necessary tax documents for employees. Start by opening QuickBooks and navigating to the “Employees” menu, then selecting “Payroll Tax Forms & W-2s” and choosing “Process Payroll Forms.” In the Payroll Center, click on the “File Forms” tab. A list of forms due will appear; select “W-2, Wage, and Tax Statement.” The wizard will guide you through the necessary steps, including verifying employee information and tax data. 


After review, click “Continue” to proceed. Review the W-2 data again and click “Continue” to submit electronically or print paper copies for distribution. Follow the prompts, ensuring accuracy, and complete the process to print W-2 forms for your employees. What you can do in such cases is call our team at +1(855)-738-0359.


How can you quickly Print the W-2 Form In QuickBooks Desktop?

To Quickly Print W-2 forms in QuickBooks Desktop, follow these streamlined steps. By following these steps, you can quickly generate and print W-2 forms for your employees in QuickBooks Desktop, ensuring compliance with tax regulations.


  • Open QuickBooks Desktop and go to the “Employees” menu. Select the “Payroll Tax Forms & W-2s” in the option list and then just click on the “Process Payroll Forms” option.
  • In the Payroll Center, click on the “File Forms” tab. From the list of forms due, select “W-2, Wage, and Tax Statement.” 
  • The wizard will guide you to review and verify employee information and tax data. Click “Continue” to proceed, review W-2 data, and click “Continue” again.
  • Choose the appropriate options for printing paper copies. Review the information once more and click “Continue” to submit electronically or print paper copies for distribution.

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What are the things you need to remember before you Print the W-2 Form In QuickBooks Desktop?

By considering these factors, you can prepare and Print W-2 Forms In QuickBooks Desktop accurately, efficiently, and in compliance with tax regulations.


  • Ensure your QuickBooks Desktop software is up to date with the latest tax updates and features for W-2 printing.
  • Double-check and verify that all employee information and tax data in QuickBooks are accurate and up to date before generating W-2 forms.
  • Confirm that you are generating W-2 forms for the correct tax year, matching the reporting period accurately.
  • Familiarize yourself with the current tax laws and regulations pertaining to W-2 reporting to ensure compliance with all requirements.
  • Use official, IRS-approved W-2 forms to print the employee tax statements for legal compliance and consistency.
  • If applicable, review specific state requirements for W-2 reporting, as state tax regulations may vary.
  • Ensure that sensitive employee tax information is handled securely throughout the process to maintain privacy and data security.
  • Before initiating the W-2 printing process, create a backup of your company file to safeguard against accidental data loss or corruption.
  • Ensure your printer is correctly set up and aligned to print on the official W-2 forms accurately, avoiding any misalignments.
  • Ensure you have enough printing supplies, including W-2 forms and printer ink, to complete the printing process without interruptions.


If you want to print W-2 forms in QuickBooks Desktop, it will involve accessing the Payroll Center, selecting W-2 forms, verifying employee information, and proceeding to print or submit electronically. It’s a streamlined process within QuickBooks for tax compliance. And if you face any issues in the entire process, you can speak with our team at +1(855)-738-0359.

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