# How to Print W-3 Form in QuickBooks Online?: Complete Step-by-Step Guide

Printing the **W-3 form in QuickBooks Online (QBO)** is an essential year-end payroll task for employers who file **W-2 forms** with the Social Security Administration (SSA). The W-3 form summarizes all employee wage and tax information reported on W-2s and must be accurate to avoid SSA rejection or penalties.
## What Is a W-3 Form and Why Is It Required?

The **W-3 (Transmittal of Wage and Tax Statements)** is a summary form that reports:

* Total wages paid to employees
* Total federal income tax withheld
* Social Security and Medicare wages and taxes
* Number of W-2 forms filed

### Employers Are Required To:

* Submit W-3 along with **Copy A of all W-2 forms**
* Ensure totals match employee W-2s exactly
* File with the SSA by **January 31**

> **Expert Insight:** Even a small mismatch between W-2 totals and the W-3 form can trigger SSA notices or filing delays.

## Before You Print the W-3 Form in QuickBooks Online

### Pre-Printing Checklist

Make sure the following items are completed:

* ✔ Active **QuickBooks Online Payroll** subscription
* ✔ Payroll for the year is finalized
* ✔ All W-2 forms are reviewed and accurate
* ✔ Business legal name and EIN are correct
* ✔ Logged in as **Primary Admin** or **Admin**

## How to Print W-3 Form in QuickBooks Online? (Step-by-Step)

### Step 1: Log in to QuickBooks Online

* Sign in as **Admin** or **Primary Admin**
* Open the correct company file

### Step 2: Navigate to Payroll Tax Forms

1. Click **Payroll** from the left menu
2. Select **Taxes**
3. Click **Forms**

### Step 3: Open Annual Forms

* Scroll to **Annual Forms**
* Select **W-2 and W-3**

### Step 4: Choose the Tax Year

* Select the payroll year you want to print
* Click **View**

QuickBooks Online will automatically generate both **W-2 and W-3** forms based on payroll data.

### Step 5: Review W-3 Information Carefully

Check the following details:

* Total wages and tips
* Federal income tax withheld
* Social Security and Medicare totals
* Employer EIN and address

> **Real Example:** If an employee’s W-2 was voided or corrected earlier, the W-3 totals may change—always review before printing.

### Step 6: Print or Download the W-3 Form

* Click **Print** to print on plain paper
* Or click **Download PDF** to save a copy

> ✅ QuickBooks Online supports **plain-paper printing** for W-3 forms.

## How to Download W-3 Form as PDF in QuickBooks Online?

Downloading the W-3 form as a PDF is recommended for record-keeping.

### Benefits:

* Easy electronic filing reference
* Quick reprints if needed
* Secure digital storage

Simply select **Download PDF** instead of Print.

## Common W-3 Printing Issues in QuickBooks Online & Fixes

### W-3 Form Not Showing

**Fix:**

* Confirm payroll subscription is active
* Ensure payroll was run for the selected year

### Incorrect W-3 Totals

**Fix:**

* Compare totals with Payroll Summary Report
* Review employee W-2 forms for discrepancies

### Print Button Not Working

**Fix:**

* Use Chrome or Edge browser
* Clear cache and cookies
* Disable pop-up blockers

### Missing EIN or Company Info

**Fix:**

* Go to **Settings → Payroll Settings**
* Verify business information

## Best Practices for Printing W-3 Form in QuickBooks Online

* Always review **W-2s first**, then W-3
* Save PDF backups for at least **4 years**
* Print a test copy before final submission
* Complete printing well before the deadline
* Keep payroll records organized and secure

## 📑 Need Help Printing the W-3 Form in QuickBooks Online?

Avoid SSA rejections and payroll filing errors.
📞 **Call QuickBooks Payroll Experts: 866-593-4750**
Fast, accurate, and compliant payroll assistance.

## FAQs: How to Print W-3 Form in QuickBooks Online

### Is the W-3 form automatically created in QuickBooks Online?

Yes. QuickBooks Online automatically generates the W-3 using W-2 totals.

### Can I reprint the W-3 form anytime?

Yes. You can reprint or download it anytime from **Payroll → Taxes → Forms**.

### Do I need special paper to print W-3?

No. QuickBooks Online allows **plain-paper printing**.

### Can I e-file W-3 instead of printing?

Yes. QuickBooks Online supports **electronic filing** with the SSA.

### What if my W-3 totals don’t match W-2 forms?

You must correct payroll data before filing. Mismatches can cause SSA rejection.

## Conclusion

Understanding **how to print the W-3 form in QuickBooks Online** ensures accurate payroll reporting and full SSA compliance. By following the correct steps and best practices, you can avoid errors, penalties, and last-minute stress.

### 👉 Don’t risk payroll filing mistakes

📞 **Call QuickBooks Payroll Support Today: 866-593-4750**

Get expert guidance, accurate forms, and complete peace of mind.