If you are looking for how to print a W-2 from QuickBooks Desktop or Online, you’ve come to the right place. Printing W-2s correctly ensures compliance with IRS regulations and helps you avoid penalties. In this complete 2026 guide, we’ll cover everything from blank perforated W-2 paper QuickBooks needs, preparing employees, to printing W-2s step by step in both Desktop and Online versions.
For immediate assistance with QuickBooks W-2 printing, call 844-753-8012.
What Is a W-2 Form?
The W-2 form, also known as the Wage and Tax Statement, reports:
- Employee wages
- Federal, state, and local taxes withheld
- Social Security and Medicare contributions
Employers must provide W-2s to employees by January 31 and file copies with the IRS. Using QuickBooks Desktop or Online makes the process efficient and reduces errors.
Why Use QuickBooks for W-2 Printing
QuickBooks simplifies W-2 printing for several reasons:
- Automates year-end reporting
- Tracks employee payroll and tax information
- Ensures proper formatting and alignment for perforated W-2 forms
- Provides e-filing options
Users often ask about QuickBooks W-2 paper or blank W-2 forms for QuickBooks, which we’ll cover below.
Preparing Employees for W-2s in QuickBooks
Before printing, make sure employee information is accurate:
- Go to Employees → Employee Center (Desktop) or Payroll → Employees (Online)
- Verify:
- Full legal name
- Social Security Number (SSN)
- Address
- Payroll and tax info
Tip: Incorrect SSNs or missing employee data can cause rejected filings or IRS penalties.
Choosing the Right W-2 Paper
For proper printing, you need blank perforated W-2 paper QuickBooks supports.
- QuickBooks Desktop and Online allow printing on pre-perforated or plain paper.
- Options:
- Blank perforated W-2 paper QuickBooks compatible
- Standard QuickBooks W-2 paper from office supply stores
- Pre-printed forms with red copy for IRS (Copy A)
Note: The IRS requires Copy A to be printed on red forms for paper submission.
Printing W-2s from QuickBooks Desktop
Here’s the step-by-step process for printing W-2s from QuickBooks Desktop:
Step 1: Verify Payroll Updates
- Go to Help → Update QuickBooks
- Ensure payroll tax tables are updated
Step 2: Open the W-2 Wizard
- Go to Employees → Payroll Tax Forms & W-2s → Process Payroll Forms
- Select Annual Form W-2
- Choose the correct tax year
Step 3: Review Employee Information
- QuickBooks will display all employees
- Verify wages, taxes, and deductions
Step 4: Select Printing Options
- Choose Print W-2s
- Select Blank perforated W-2 paper QuickBooks
- Choose Test Print to ensure alignment
Step 5: Print Final Copies
- Load paper correctly in the printer
- Print W-2s for employees and IRS (Copy A)
Tip: If alignment is off, adjust the printer settings or margins before final printing.
Printing W-2s from QuickBooks Online
For printing W-2s from QuickBooks Online, follow these steps:
Step 1: Access Payroll Center
- Navigate to Payroll → Employees → Run Payroll Forms
- Select Annual Forms → W-2
Step 2: Review Employee Payroll Data
- Confirm wage, tax, and deduction info
- Correct any missing or inaccurate information
Step 3: Choose Print Options
- QuickBooks Online allows printing on blank W-2 forms for QuickBooks
- Test print to verify alignment
Step 4: Print Final Copies
- Load blank or perforated W-2 paper into the printer
- Print copies for employees and the IRS
Call 844-753-8012 if you face issues with printing W-2 in QuickBooks Online.
Printing W-2s on Perforated or Blank Paper
Many users ask about w2 perforated paper QuickBooks supports.
- Perforated forms are convenient for employee distribution and IRS submissions
- Blank paper is suitable for testing or digital archiving
- Always use QuickBooks-compatible W-2 paper to avoid alignment errors
Quick tip: Always do a test print on blank paper before printing official copies.
Common Issues When Printing W-2s in QuickBooks
Even though QuickBooks simplifies W-2 printing, you may face:
Problem 1: Misaligned W-2s
- Test print before final printing
- Adjust margins in printer setup
Problem 2: Employee Data Errors
- Missing SSN or address
- Wrong payroll information
Fix: Update employee info in Employee Center or Payroll section.
Problem 3: Printer Not Printing W-2s
- Verify printer setup in QuickBooks Desktop: File → Printer Setup → W-2 Forms
- Ensure correct printer and paper size selected
Problem 4: QuickBooks Payroll Not Updated
- Update QuickBooks and payroll tax tables
- Reboot the system and try printing again
Still stuck? Call 844-753-8012 for professional QuickBooks W-2 printing support.
FAQs
Can I print W-2s from QuickBooks Online without a printer?
Yes, you can download PDFs and e-file or share digitally.
Does QuickBooks support blank perforated W-2 paper?
Yes, both Desktop and Online support blank perforated and standard W-2 forms.
Can I reprint W-2s from QuickBooks?
Yes, you can reprint anytime before or after filing.
How do I fix alignment issues on W-2s?
Use Test Print and adjust horizontal/vertical alignment in printer setup.
Final Thoughts
Printing W-2s from QuickBooks Desktop or Online is straightforward when:
- Employee information is accurate
- Correct W-2 paper is used
- Payroll updates are current
- Alignment is tested before final printing
For help with QuickBooks W-2 printing, alignment, or paper setup, call 844-753-8012 to get professional guidance.
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