Intuit's QuickBooks Team has just announced that, for Tax Season 2025, they will be adjusting the price for printing and mailing of W-2 tax forms for customers of QuickBooks Online Payroll. The new pricing will take effect during December, 2025.
Beginning next month, the cost to print and mail W-2 tax forms for 2025 year-end reporting will be $6.00 per employee for users of QuickBooks Online Payroll. Intuit will continue to e-file an electronic copy of year-end W-2 forms to employees, as part of existing QuickBooks Online subscriptions.
For Accountants, Bookkeepers, and ProAdvisors using QuickBooks Online Payroll to manage their firm’s payroll, the announced change will not impact their firm W-2 year-end reporting. As part of the QBO-Accountant firm’s subscription, Intuit will continue to print and mail W-2 tax forms to firm employees at no extra cost.
Avoiding the new fees:
To avoid paying the new printing and mailing fees for client QBO-Payroll subscriptions, the W-2 settings for client subscriptions must be changed on or before January 3, 2026. Follow these steps to make this change:
1. Log into the clients’ QuickBooks Online Payroll account(s),
2. Select Payroll Settings,
3. Choose the Form W-2 printing option.
Note: Changes to these payroll settings will necessitate either:
• Download, printing, and mailing of W-2 forms, or
• Employees to consent to paperless W-2s using QuickBooks Workforce.**
The Do Nothing Option:
1. If QuickBooks Online Payroll client(s) configured their Payroll Settings for automatic pay and filing of taxes for them, Intuit will handle their W-2s by default.
2. Intuit will continue to print and mail W-2s for your QBO-Payroll clients if they are not set for Intuit to automatically pay and file taxes for them. In such cases the new price of $6.00 per employee will apply.
3. If the Accountant, Bookkeeper or ProAdvisor is currently paying for their clients’ QuickBooks Online Payroll subscriptions, but they are set up to manually print and mail their W-2s, Intuit will added the new $6.00 per employee cost to your firm invoice.
** - QuickBooks Workforce requires a QuickBooks Payroll and/or QuickBooks Time subscription Workforce feature availability may vary based on the subscription(s), settings, and employment type. Certain features may only be available through the Workforce web portal or through the Workforce mobile app.
Disclosures:
Content based on Intuit media source materials, including, but not limited to an official Intuit media announcement. Intuit content adapted by Insightful Accountant from Intuit sources is furnished for educational purposes only.
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