iTechGuides is reader-supported. When you buy through links on our site, we may earn an affiliate commission. As an Amazon Associate I earn from qualifying purchases. Learn more
To print a W-2 in QuickBooks Online Payroll, first check whether automated taxes and forms are on or off, then choose the route for the form and copy you need. Employee copies, employer copies, W-3s, and archived forms do not all use the same menu path.
Before you print: identify the setting, copy, and tax year
These steps apply to QuickBooks Online Payroll. Sign in with employer access, then open All apps > Payroll > Payroll taxes. Check whether automated taxes and forms are on or off before choosing a route.
Also identify the form you need: employee copies B, C, and 2; employer copies A and D; or the W-3 summary. Current-year and one-year-prior forms may appear in the regular filing area, while older forms are in Archived forms and filings.
What’s actually slowing this PC down?
Pick the symptom - the matching free tool is one click away.
Intuit’s help guidance lists January 1 as the employer access date when automation is off and January 15 when it is on. These are year-sensitive dates, so confirm the applicable filing-season schedule in QuickBooks. Employees can access their forms through Workforce after the W-2s have been filed.
#1 Best Overall
- Kit includes 12 six-part W2 forms 2025: Copies A, B, C, D, 1 and 2, plus 3 W-3 forms, 12 security envelopes and free access to the Helper; print code included
- Make tax season successful and easy; comes with 3 W-3 transmittal forms for summarizing and submitting W-2s to the IRS by mail; 12 self-seal security envelopes included
- Free access and print code for Adams Tax Forms Helper comes with your kit; 10 or more returns? You'll need to eFile; use the Helper for simple eFiling
- W-2 filing deadlines: Employers must file Copy A with the Social Security Administration and provide employee copies by February 2, 2026, regardless of whether they file electronically or by paper.
- Want to share secure links of employee/recipient tax forms? Use Email Delivery, available only on the Helper; this add-on service make tax season easier and paper-free; additional fees apply
Print current-year or one-year-prior forms when automation is off
- Go to All apps > Payroll > Payroll taxes.
- Select Filings > Resources > W-2s.
- Review the employee list and identify the required copy or W-3. Employees who selected paperless delivery do not have forms to print from this list; they can use QuickBooks Workforce.
- Check the print settings and confirm the paper type before opening the form.
- Select View or Manage for the required employee copies, employer copies, or W-3 summary.
- Select View and print. In the document reader, select the Adobe Reader print icon and then Print.
Print employee copies when automation is on and you self-print
For current-year or one-year-prior employee copies, go to All apps > Payroll > Payroll taxes > Filings > W-2 Copies B, C, 2 > File > Manage W-2s. Select the employees whose forms you need, then select Print.
This route is for employee copies. To print employer copies A and D or a W-3, open Archive, select the relevant form, and print it using the document reader’s print control.
Rank #2
- Kit includes 50 six-part W2 forms 2025: Copies A, B, C, D, 1 and 2, plus 6 1096 forms and free access to the Helper; print code included
- Make tax season successful and easy; comes with 6 W-3 transmittal forms for summarizing and submitting W-2s to the IRS by mail; be sure to add security envelopes
- Free access and print code for Adams Tax Forms Helper comes with your kit; 10 or more returns? You'll need to eFile; use the Helper for simple eFiling
- W-2 filing deadlines: Employers must file Copy A with the Social Security Administration and provide employee copies by February 2, 2026, regardless of whether they file electronically or by paper.
- Want to share secure links of employee/recipient tax forms? Use Email Delivery, available only on the Helper; this add-on service make tax season easier and paper-free; additional fees apply
Find and print older W-2s
For an older tax year, open All apps > Payroll > Payroll taxes > Filings > Resources > Archived forms and filings. Choose a date range or search for the form, select View, then print from the document reader’s toolbar. Use this archive route for prior-year forms, including situations where Intuit prints and mails current copies for the employer.
Choose the right paper and delivery method
- Plain paper: Use it for the employer’s records or to replace a form an employee lost or did not receive.
- Perforated W-2 paper: Use it when printing official employee copies to mail. Intuit recommends W-2 kits with envelopes; confirm the configured paper type and your QuickBooks version before printing.
For an automation-on account, the print option is under Settings > Payroll Settings > Form W-2 printing > Edit. Choose the desired option and save. If Intuit prints and mails paper copies, fees apply. Intuit’s timing guidance says to change to self-print by January 3 to avoid mailing fees; confirm the deadline for the applicable filing season. With automation off, the employer prints and sends paper copies for employees who chose paper delivery; the cited guide gives January 31 as the postmark date.
Rank #3
- Value Pack - Make it easier than ever to file W-2 forms for your employees with a 2025 tax form kit that contains everything you need to report income, social security, and healthcare tax withheld.
- IRS-Standard Tax Forms - Our W2 tax forms are updated for 2025 and designed to meet all IRS and US Government requirements and standards. Now, you can safely print and mail your taxes with confidence.
- Compatible with Software - Our documents are printed on government-standard 20# paper and are easy to print with laser or inkjet printers. They are also compatible with QuickBooks accounting software.
- All printed fields will perfectly line up with the correct boxes when using QuickBooks or other tax software
- Complete Tax Filing Kit - This pack includes 5 copies each (2 forms on Each Sheet) of W2 Copy A, 5 W2 Copy B, 10 W2 Copy C/2, and 10 W2 Copy D/1, 10 self-sealing envelopes, plus 3 accompanying W-3 transmittal forms.
If you are reprinting a form because an employee lost or did not receive it, Intuit says to write “REISSUED STATEMENT” at the top and include a copy of the W-2 instructions.
Independent reader supportYour contribution helps us test, update, and keep practical guides available for everyone.Let employees download or print their own W-2
An employee needs an invitation to QuickBooks Workforce and a configured account. In a browser, the employee can sign in at workforce.intuit.com, open Documents, select W-2s or Shared Documents, choose the form, and download or print it.
Rank #4
- Quickly print and mail your W2s with our 4 Part W2 Tax Form bundle that includes everything you need to file your W2 for your employees
- The thick regulation 20 lb paper on our 2026 W-2 tax forms will quickly feed through your laser and inkjet printer without worrying of jamming
- All printed fields will perfectly line up with the correct boxes when using QuickBooks or other tax software
- Confidently fill your 2026 W2 forms with our Internal Revenue Service (IRS) approved documents
- Bundle includes everything you need for 25 employees including 13 W2 COPY A sheets, 13 W2 COPY B sheets, 13 W2 COPY C/2 sheets, 13 W2 COPY D/1 sheets, and 3 W3 Transmittal forms
In the Workforce mobile app, tap Taxes or More, select W-2s, tap Download, and choose the form. Workforce users can see the current year and previous two years if the employer used Intuit payroll services during those years. If an employee cannot access a form, they should contact the employer.
Review the form before printing
Check identifying details and relevant fields before sending copies:
- Employer EIN in Box b, business name and address in Box c, and state account numbers in Box 15.
- Employee SSN in Box a, name in Box e, and address in Box f.
- Applicable Box 12 health insurance information, the Box 13 retirement-plan checkbox, and Box 14 fringe-benefit descriptions and amounts.
Compare year-to-date wages and taxes with a Payroll Summary or Payroll Details report. Intuit cautions that preview amounts may not be final if additional payroll runs remain.
Quick Recap
Product prices and availability are accurate as of the date/time indicated and are subject to change. Any price and availability information displayed on Amazon at the time of purchase will apply.
