Beyond Dawlish

At the end of each tax year, employers are responsible for delivering W-2 forms in QuickBooks to employees and reporting wage and tax information to the IRS. QuickBooks makes this process easier through W-2 preferences and customizable printing defaults. In this guide, you’ll learn how to set up and optimize these settings in both QuickBooks Desktop and Online.

Importance of Setting Up W-2 Preferences Correctly

Incorrect W-2 settings can result in printing errors in QuickBooks, alignment issues, delayed filings, and non-compliance with IRS regulations. By setting up preferences properly, you:

• Ensure accurate form layout and data placement

• Save time during tax season

• Avoid costly penalties

• Maintain employee trust

W-2 Printing Options in QuickBooks

QuickBooks offers two main methods for printing W-2 forms:

• Preprinted Forms: Use official forms purchased from Intuit or authorized vendors.

• Blank Paper: QuickBooks prints the entire form including boxes and text.

Each option requires different alignment and printer settings.

Understanding W-2 Filing Requirements

• Due Date to Employees: January 31

• Due Date to SSA: January 31 (e-file or paper)

• Copies Needed:

  • Copy A to SSA

  • Copy B, C to Employee

  • Copy D for Employer records

Employers with 10 or more forms must file electronically with the SSA.

Setting Up W-2 Preferences in QuickBooks Desktop

1. Open QuickBooks Desktop and go to the Edit menu.

2. Select Preferences > Payroll & Employees.

3. Click the Company Preferences tab.

4. Under Forms, select how you want to print W-2s:

   • Print on preprinted forms

   • Print on blank paper

5. Check or uncheck options such as:

   • Print Social Security numbers masked

   • Include or exclude certain boxes

6. Click OK to save your settings.

Setting Up W-2 Preferences in QuickBooks Online

1. Go to Payroll Settings.

2. Under Tax Setup, select W-2 Delivery Preferences.

3. Choose between:

   • Paper W-2s only

   • Electronic W-2s via Intuit Workforce

4. Enable employee consent for electronic delivery.

5. Save your changes.

Adjusting W-2 Printing Defaults

In QuickBooks Desktop:

• Navigate to File > Printer Setup.

• Choose W-2/1099 Forms.

• Adjust vertical and horizontal alignment using gridlines.

• Print test pages to confirm layout.

In QuickBooks Online:

• Use browser print settings.

• Set scale to 100% or actual size.

• Choose "Portrait" orientation.

• Turn off margins or set to "None."

Configuring Alignment for Preprinted Forms

• Use a blank test sheet to simulate W-2 alignment.

• Adjust position using printer setup tools.

• Mark where the boxes print and adjust accordingly.

• Print another test until alignment is correct.

Using Blank Paper vs. Preprinted Forms

When printing W-2s in QuickBooks, you can choose between using blank paper or preprinted forms. Each option has its pros and cons depending on your workflow and business needs.

%uD83D%uDCC4 Blank Paper

• Cost:
   

  • Lower — No need to purchase special forms
     

• Ease of Use:
   

  • Easier to handle — QuickBooks prints all necessary fields and boxes
     

• IRS Acceptance:
   

  • Accepted by the IRS if the format meets specifications
     

• Best For:
   

  • Businesses filing electronically with the SSA

  • Companies wanting to simplify inventory and reduce supply costs
     

%uD83E%uDDFE Preprinted Forms

• Cost:
   

  • Higher — Requires purchasing official forms and envelopes
     

• Ease of Use:
   

  • More complicated — Needs exact printer alignment to fit boxes
     

• IRS Acceptance:
   

  • Fully accepted and traditionally used
     

• Best For:
   

  • Companies filing by mail

  • Employers familiar with traditional year-end processes

  • Businesses with lower print volume who prefer the official look
     

%u2705 QuickBooks Tip:

Use the alignment tool to test print layouts—this avoids misprints and waste whether using blank or preprinted paper.

How to Preview and Test W-2 Printing

• Use "Print Preview" in QuickBooks before final printing.

• Print a test on plain paper.

• Hold it over a real W-2 form or overlay to check alignment.

• Adjust printer settings as needed.

Common Mistakes and How to Avoid Them

Avoiding common W-2 printing and filing mistakes can save time, prevent compliance issues, and reduce rework. Here are key pitfalls to watch out for—and how to prevent them:

• %uD83D%uDDA8%uFE0F Incorrect Margins
  Always print test pages using QuickBooks’ alignment tool before printing on actual forms.

• %uD83D%uDCC4 Wrong Paper Type
  Ensure you’re using either blank 8.5" x 11" paper or IRS-approved preprinted forms based on your filing method.

• %uD83D%uDC64 Missing Employee Info
  Double-check that each employee profile includes full name, SSN, address, and wage details before processing.

• %uD83D%uDD12 Unmasked SSNs
  Make sure SSNs are masked or unmasked as required. QuickBooks allows you to choose the correct setting.

• %uD83D%uDD52 Printing Late
  Don’t wait until the last minute—start preparing W-2s early in January to meet the January 31 deadline.

When to Update W-2 Preferences

Update your preferences when:

• You change printers

• You switch from paper to electronic delivery

• You hire new employees

• You upgrade or reinstall QuickBooks

• IRS regulations change

Keeping W-2 Preferences Secure

• Restrict access to payroll settings

• Use admin-level permissions

• Enable two-factor authentication for QuickBooks Online

• Backup company file regularly

• Use secure portals for electronic W-2 delivery

Integration with Intuit Workforce for Electronic W-2s

QuickBooks allows you to send W-2s electronically through Intuit Workforce.

Benefits:

• Instant delivery

• Employee self-service access

• Reduces printing and mailing costs

• Automated consent management

How to Use:

• Invite employees to Workforce

• Set electronic delivery preferences

• Employees log in to view/download W-2s

Conclusion

Setting up W-2 preferences and printing defaults in QuickBooks ensures smooth tax season operations. With proper setup, you avoid misprints, compliance issues, and employee confusion. Whether using Desktop or Online, QuickBooks provides all the tools you need for secure, accurate, and efficient W-2 processing.

Stay proactive—test early, update preferences regularly, and leverage electronic tools to make year-end reporting a breeze.

FAQs

Can I Change W-2 Preferences after I’ve Printed Forms?
Yes, but it’s best to adjust them before starting the printing process. Reprinting may be necessary.

Do I need Special Software to Print W-2s from QuickBooks?
No. QuickBooks has built-in support for W-2 printing, but using Adobe Reader or PDF software may improve formatting.

What happens if Alignment is off when Printing?
Use the alignment tool in printer setup. Print test pages until layout is correct.

Is it Legal to Send W-2s Electronically?
Yes, if employees give consent and the system is secure (e.g., Intuit Workforce).

What’s the Deadline for Distributing W-2s?
January 31 of each year. This applies to both paper and electronic forms.