Quick and Easy Method to Print W3 Forms in QuickBooks Desktop

Quick and Easy Method to Print W3 Forms in QuickBooks Desktop

Welcome to this quick and easy guide on how to print W3 forms in QuickBooks Desktop. If you are a QuickBooks user, you know the importance of having accurate and up-to-date tax forms. The W3 form is a crucial document that summarizes employee wages and taxes for the year. In this article, we will walk you through the process of printing W3 forms using QuickBooks Desktop. Whether you are a small business owner or an accountant, this guide will help you streamline your tax filing process.

Understanding the W3 Form

Before we dive into the printing process, let’s take a moment to understand what the W3 form is and why it is important. The W3 form, also known as the Transmittal of Wage and Tax Statements, is a summary of all the W2 forms you have filed for your employees. It includes important information such as total wages, taxes withheld, and contributions made throughout the year. The W3 form is typically submitted to the Social Security Administration (SSA) along with the W2 forms.

Step 1: Accessing the Payroll Center

To begin printing your W3 forms, you need to access the Payroll Center in QuickBooks Desktop. The Payroll Center is a powerful tool that enables you to manage and track all your payroll-related tasks. Here’s how you can access it:

  1. Open QuickBooks Desktop and navigate to the Employees tab in the top menu.
  2. From the drop-down menu, select Payroll Center. This will open the Payroll Center window.

Step 2: Generating W3 Forms

Once you have accessed the Payroll Center, you can generate the W3 forms for printing. QuickBooks Desktop offers an easy-to-use interface that allows you to quickly generate these forms. Here’s how:

  1. In the Payroll Center window, click on the Forms tab.
  2. Under the File Forms section, you will find a list of available forms. Find and select the W3 form from the list.
  3. Click on the Create Form button. QuickBooks will generate the W3 form based on the data entered in your W2 forms.

It is important to note that you should have already completed the W2 forms for all your employees before generating the W3 form. The W2 forms contain the detailed information that is summarized in the W3 form.

Step 3: Reviewing and Editing W3 Forms

After generating the W3 form, QuickBooks Desktop allows you to review and edit the form before printing. This step ensures that all the information is accurate and up-to-date. Here’s how you can review and edit the W3 form:

  1. In the Payroll Center window, click on the Forms tab again.
  2. Under the File Forms section, select the W3 form from the list.
  3. Click on the Review/Edit button. QuickBooks will open a preview of the W3 form.
  4. Review the form and make any necessary edits. You can update employee information, add additional details, or make corrections if needed.
  5. Once you are satisfied with the form, click on the Save & Close button to save your changes.

Step 4: Printing W3 Forms

Now that you have generated and reviewed the W3 forms, it’s time to print them. QuickBooks Desktop provides several options for printing your forms. Here’s how you can print your W3 forms:

  1. In the Payroll Center window, click on the Forms tab.
  2. Under the File Forms section, select the W3 form from the list.
  3. Click on the Print/E-file button. QuickBooks will display the Print W3 Forms window.
  4. Review the print settings and make any necessary adjustments. You can choose the printer, paper size, and other preferences.
  5. Once you have confirmed the settings, click on the Print button to start printing your W3 forms.

It is advisable to print a test copy of the W3 form before printing the final copies. This will allow you to review the print quality and make any adjustments if needed.

Step 5: Submitting W3 Forms to the SSA

After printing W3 forms in QuickBooks Desktop, you are ready to submit them to the Social Security Administration (SSA). The submission process may vary depending on your specific requirements and preferences. Here are a few common methods of submitting W3 forms:

  • Mail: You can mail the printed W3 forms to the SSA using the address provided on their official website.
  • Online submission: Some businesses prefer to submit their W3 forms electronically through the SSA’s Business Services Online (BSO) website.
  • Third-party services: There are also third-party services available that can handle the submission process on your behalf.

Make sure to follow the guidelines and deadlines set by the SSA for W3 form submissions. It is best to consult with a tax professional or check the official SSA website for the most accurate and up-to-date information.


Printing W3 forms in QuickBooks Desktop doesn’t have to be a complicated process. With the step-by-step guide provided in this article, you can easily generate, review, and print your W3 forms. Remember to double-check all the information before submission to ensure accuracy and compliance with tax regulations. By leveraging the power of QuickBooks Desktop, you can streamline your payroll processes and focus on more important aspects of your business. We hope this guide has been helpful to you as a QuickBooks user!

About the author: David Adam
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