In January 2025, QuickBooks Online Payroll no longer included the cost of printing and mailing W-2 tax forms in its subscription, and instead, charged a $4 fee per employee for this service. 

What is changing?

QuickBooks will continue to send electronic copies of W-2s to employees and e-file them with the IRS at no additional cost. However, printing and mailing physical W-2s for the 2025 tax season will incur an updated $6 fee per employee.

How to avoid this fee

To avoid this fee, update your W-2 settings in QuickBooks Online Payroll by January 3, 2026.

You can print your W-2s and give them to your employees yourself or you can ask your employees to consent to paperless W-2s through QuickBooks Workforce. Per IRS regulations, your employees must receive paper copies of their W-2 unless they opt to go paperless.

If no action is taken, QuickBooks will continue to print and mail the W-2s for you at the new rate of $6 per employee, as part of the automated payroll process.

Next steps

For assistance or questions, log into your QuickBooks Online Payroll account and visit the Settings section.