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Can I Import W-2 Data From QuickBooks?

Last Updated: Jan 07, 2018 06:10PM CST
See Option 3 for our new way of importing W-2 data from Quickbooks for the 2017 season. You can still create manually or use Excel to import, please follow the steps below:

Option 1 - Manual Entry of Forms
  • Login to your account
  • Click on Forms and then choose New Forms
  • Select the Tax Year and click on the Form Type of W2 or W2-C
  • Fill out all of the information on the screen where required
  • If the employer and employee is not listed in the existing drop down box, click Add Employer and do the same for the employee. Click Add to save data.
  • Finish filling out the remaining boxes on the form that are required
  • Click Save & Continue
  • Repeat steps for additional employees. Remember to select Add Employee vs Edit option. The Edit option would overwrite the existing profile.
  • Follow these steps to complete the process of submitting the forms to the IRS.

Option 2 - Import Data using Excel Spreadsheet
  • Login to your account
  • Click here for the steps to use the Import > Excel Spreadsheet option
  • Follow these steps to complete the process of submitting the forms to the IRS.

Option 3 - Import W2 Data from Quickbooks by creating a PDF

  • Open QuickBooks.
  • On the top Menu bar click on Employees > Payroll Center
  • To Generate W2, go to “File Forms” tab and select “Annual Form W2/W3 – Wage and Tax Statements” from the list.
  • Then click on Create Form.
  • On the File Form Pop up select all employees and Filing period then click on OK
  • Verify all the details and keep clicking on next button until you reach the submit button.
  • To check the errors in W2 form, click on “check for errors” button.
  • It will display all the errors in the below box.
  • Correct the errors before submitting the W2 form.
  • After correcting the errors, Click on “Submit forms” button
  • Click on print to save the W2 in the PDF format.

Note: Do not click on E-file Federal Forms 

  • After saving the PDF click on “Save and close” to save the W2.
  • Then go to and click on Imports and select W-2 Import. Then click on W-2 QBD PDF Import.
  • You will then click on Select Files and attach the W2 pdf file that you created from Quickbooks. Then click Next.


  • You will need to map the fields next.
  • Make sure everything is mapped correctly, select the drop down for the Kind of Payerand the Kind of Employer then click Next.

You will then be at the Import Grid. You will need to make sure you have all green dots. If you have any red or yellow dots, click on the underlined item next to that dot and enter the information that is missing or correct the info and save. Once you have all green dots, select all on the top left corner and then click Next to import the forms and have them created in

  • Make note of how many forms are updated, that will need to match the data from Quickbooks. If you need to import more W2's you can click on New Upload or click Checkout to go to the next step of submitting to the IRS.
  • That will take you to the Submit Forms Page. If you need to come back later to review for accuracy. They are now saved in Tax1099 and you'll click on Forms and select View/Edit/Submit to review later. Select form W-2, the Tax Year and the Payer.

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