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How to file W-2s and 1099s in QuickBooks Online Payroll

How to file W-2s and 1099s in QuickBooks Online Payroll

W-2s and 1099s in QuickBooks Online Payroll

Are you a small business owner struggling with the daunting task of filing W-2s and 1099s for your employees? Look no further than QuickBooks Online Payroll. This user-friendly software allows you to easily file these important tax forms, ensuring compliance with federal regulations while saving you time and stress. In this blog post, we’ll walk you through the step-by-step process of filing both W-2s and 1099s using QuickBooks Online Payroll, as well as provide information on who is responsible for delivering these forms to your employees. Plus, we’ll explore alternatives to QuickBooks if it doesn’t suit your needs. Let’s dive in!

What is a W-2 form?

A W-2 form is a document that employers are required to provide to their employees by January 31st of each year. The form reports an employee’s wages and taxes withheld from the previous calendar year, which they will use to file their federal tax return.

The W-2 includes important information such as an employee’s social security number, name, address, and employer identification number. It also lists all taxable wages earned during the year including tips received, bonuses awarded, and other forms of compensation.

In addition to reporting gross earnings for the year on a W-2 form, employers must also report any federal withholding taxes that withheld from those earnings. This includes income tax withholding as well as Social Security and Medicare taxes.

It’s crucial for both employers and employees to ensure that all information listed on a W-2 form is accurate before filing with the IRS. Any errors or discrepancies could cause delays in processing returns or even result in penalties for either party involved.

Now that we’ve covered what a W-2 form is let’s move on to how you can easily file them using QuickBooks Online Payroll!

How to Print W2s in QuickBooks

To print W2s in QuickBooks, the first step is to make sure that all of your employee information is up-to-date and accurate. This includes verifying each employee’s name, address, social security number, and tax withholdings. Once you have confirmed this information, head over to the Payroll Center and select “File Forms” from the drop-down menu. From there, click on “Annual Form W-2/W-3 – Wage and Tax Statement” and choose the year for which you want to print W2s. Next, select all employees whose forms need to be print by checking their boxes in the left-hand column. After that, click “Create Form,” review everything one more time to ensure accuracy then hit “submit.” You will now see a preview of each employee’s form; if everything looks good press ‘Print’ at bottom right corner or download them as .pdf format for digital copies through “Download” button above it.

How to file W-2s in QuickBooks Online Payroll

Filing W-2s in QuickBooks Online Payroll can be a simple process if you follow the right steps. The first thing to do is make sure all employee information is up-to-date, including names and social security numbers. Once that done, select “Payroll Tax” from the left-hand menu and click on “Annual Forms.”

From there, choose “File Form W-2/W-3” and enter the necessary information about your business and employees. Double-check everything before submitting to avoid any mistakes or delays with processing.

If you have multiple businesses under one account, make sure to select the correct company before starting the process. You’ll also need to verify that all taxes have been paid for each employee before submitting their respective W-2.

After filing, be sure to provide copies of each employee’s W-2 form by January 31st of each year. This responsibility falls on employers who required by law to distribute these forms annually.

Using QuickBooks Online Payroll simplifies filing your business’ annual tax documents significantly – just remember to double-check everything along the way!

Who is responsible for delivering the W-2s to my employees?

Once you’ve completed filing W-2s in QuickBooks Online Payroll, the next step is to deliver them to your employees. But who exactly is responsible for doing so?

As an employer, it’s your responsibility to send the W-2 forms to your employees by January 31st of each year. The IRS requires that all employers provide their employees with copies of their W-2 form.

It’s important to ensure that the employee information on the W-2s is accurate before delivering them. If there are any errors or discrepancies, they need to be correct before handing out the forms.

In most cases, you can simply mail or hand-deliver a physical copy of each employee’s W-2 form directly to them. However, if an employee has left and cannot be locate at their last known address, you must still make a good faith effort to deliver their form.

Don’t forget about filing Copy A of all paper Forms W-2 with Form W-3 with Social Security Administration (SSA) by February 28th and e-filing these documents by March 31st annually.

What is a 1099 form?

A 1099 form is a tax document that reports income received from sources other than an employer. It used to report payments made to independent contractors, freelancers, and other non-employees who have provided services or goods to your business.

There are several types of 1099 forms including the most common ones – the 1099-MISC and the 1099-NEC. The 1099-MISC is used for reporting miscellaneous incomes such as rents, royalties, prizes and awards while the newer version, 1099-NEC is specifically for reporting Nonemployee Compensation.

As a business owner, you’re required by law to issue a Form 1099 if you paid $600 or more for services performed by someone who isn’t your employee over the course of a year. This applies whether you’re running a small business with just one contractor or working with dozens of freelancers.

Filing these forms accurately and on time can be quite challenging especially if you’re new in this process but QuickBooks Online Payroll makes it easy for businesses by providing automatic form filling feature which saves them both time & money.

How to Print 1099s in QuickBooks Desktop

To print 1099s in QuickBooks Desktop, the first step is to ensure that all vendors who will be receiving a 1099 have been properly set up with their tax identification information. This done by going to the Vendor Center and selecting each vendor individually to input their details. Once this is complete, navigate to the “Print/E-file” tab within QuickBooks and select “Print 1099s.” From there, choose your desired options for printing such as whether or not you want to print on pre-printed forms or blank paper. It’s important to note that if you choose pre-printed forms, make sure they align correctly with your printer before printing.

Next, select which vendors you’d like included on the form and verify their information before finalizing the process by clicking “Print 1099s”. Finally, don’t forget about sending copies of these forms directly to each vendor for their records! With these simple steps and attention paid towards proper preparation beforehand, printing 1099s in QuickBooks Desktop can help streamline your accounting needs come tax season.

How to file 1099s in QuickBooks Online Payroll

To file 1099s in QuickBooks Online Payroll, you first need to make sure that your company is set up for 1099 tracking. To do this, go to the Gear icon > Account and Settings > Expenses tab, and then scroll down to the section labeled “Track expenses and items by customer.” Make sure that the box for “Track expenses and items by customer” checked.

Once you have confirmed that your company is set up for 1099 tracking. You can start adding vendors who require a 1099 form. You can do this by going to Vendors > Vendor Center > New Vendor. Enter all of the relevant information about your vendor, including their name, address, tax ID number, and payment terms.

When it comes time to file your 1099 forms with the IRS at the end of the year, QuickBooks makes it easy. Simply go to Vendors > Print/E-file Forms > Annual Form Filing > Select Year. From there you will be able to review all of your payments made during the year and generate a summary report.

You can then choose whether or not you want to print out paper copies of each form or e-file them directly through QuickBooks Online Payroll. If you decide on e-filing through QuickBooks Online Payroll there will an additional fee per form filed so keep in mind when deciding which option works best for your business needs.

In conclusion filing 1099s in QuickBooks Online Payroll does not have to be a daunting task as long as companies are set up properly from onset with accurate data entry throughout transactions within software system making it easier come tax season!

Alternatives to QuickBooks Online Payroll

While QuickBooks Online Payroll is a popular option for businesses, it might not the best fit for everyone. Luckily, there are plenty of alternatives to consider.

One option is Gusto, which offers both payroll and benefits administration services. They also have user-friendly software and excellent customer support.

Another alternative is ADP Workforce Now, which provides comprehensive HR solutions in addition to payroll processing. It designed for larger companies with more complex needs.

For those looking for a more affordable option, Patriot Payroll offers basic payroll features at a lower price point than many competitors. However, their customer service may not be as robust as other options on this list.

Zenefits combines HR management with cloud-based payroll processing. Their platform supports employee self-service and has an easy-to-use interface.

Ultimately, the right choice will depend on your specific business needs and budget constraints. Be sure to research all options thoroughly before making a decision.


Filing W-2s and 1099s can be a complex process, but QuickBooks Online Payroll simplifies it for you. With its easy-to-use platform and step-by-step guidance, you can quickly file your forms accurately.

Remember to keep track of deadlines and make sure that all information is correct before submitting. It’s also important to understand the responsibilities of delivering these forms to your employees or contractors.

If you’re looking for alternatives to QuickBooks Online Payroll, other payroll software options include Gusto, ADP Run, and Zenefits. Be sure to research which option would work best for your business needs.

By following the steps outlined in this article and utilizing tools like QuickBooks Online Payroll, filing W-2s and 1099s can be a stress-free process. Stay organized throughout the year so that when tax season arrives, everything runs smoothly.

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