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How To Create Balance Sheet in QuickBooks: A Complete Guide

Create Balance Sheet in QuickBooks – A Step-by-Step Guidelines

As a small business owner, understanding your company’s financial health is crucial. One of the key financial statements that can provide you with valuable insights is the balance sheet. A balance sheet is a snapshot of your business’s financial position at a specific point in time, showing your assets, liabilities, and equity. With the help of QuickBooks, a popular accounting software, you can easily create a balance sheet that provides a clear overview of your business’s financials. In this article, we will walk you through the step-by-step process of creating a balance sheet in QuickBooks, and provide you with expert tips to ensure accuracy and professionalism.

Why is a Balance Sheet Important for Small Business Owners?

Before diving into the nitty-gritty of creating a balance sheet in QuickBooks, let’s understand why this financial statement is essential for small business owners. A balance sheet provides a snapshot of your business’s financial health at a specific point in time, showing the assets, liabilities, and equity of your company. Here are some key reasons why a balance sheet QuickBooks is important for small business owners:

Financial Analysis:

A balance sheet allows you to assess the financial strength and stability of your business. By analyzing the assets, liabilities, and equity, you can gain insights into your company’s liquidity, solvency, and overall financial performance.

Business Valuation:

If you plan to sell your business or seek investors, a balance sheet is a crucial document. It provides a snapshot of your business’s financial position, which is essential for potential buyers or investors to assess the value of your company.

Decision Making:

A balance sheet helps you make informed financial decisions. For example, it can help you determine if your business has enough assets to cover its liabilities, or if you need to seek additional financing. It can also help you assess the impact of business decisions on your equity and overall financial health.


As a small business owner, you may need to comply with certain financial reporting requirements, such as tax filings or loan applications. A balance sheet provides the necessary financial information to meet these compliance requirements.

How to Create a Balance Sheet in QuickBooks?

Create Balance Sheet in QuickBooks - Expert Tips for Accurate Financial Reporting and Analysis

Creating the balance sheet in QuickBooks is an easy task. One can create a balance sheet in QuickBooks. Follow the below-mentioned steps to create the balance sheet on the QuickBooks desktop. The steps in generating monthly balance sheet info in QuickBooks are as follows:

Step 1: Create a New Balance Sheet

In order to create a new balance sheet, click on the reports available in the left menu bar and then select the “Balance Sheet” available under the business over section.

Step 2: Set Options for the QuickBooks Balance Sheet Report

Fill in the required information and then click on the “Run Report” button. The information that needs to be filled in consists of the following:

Report Period

In this section, you have to fill in the specific time period according to your needs. Simply by clicking on the drop-down arrow, you can choose the period of time.

Display Columns by

The balance sheet has only one option, so you can choose the option “display quarterly.” Additional columns can also be added to the balance sheet to separate the balance by vendors, customers, locations, classes, or other categories.

Show non-zero or active only

One can hide the unnecessary rows or columns in the balance sheet. This helps in avoiding unnecessary clutter in your balance sheet.

Compare another period

You can also compare the balance sheets of different periods. You can also add the columns for the prior period balance sheet. One can also add a column depicting the difference between the current and the prior periods.

Accounting method

This option gives you the flexibility to choose the accounting options. There are two accounting methods available, namely cash basis and accrual basis. The accrual accounts may consist of accounts receivable and accounts payable.

Run report:

Once all the things are done, click on the run report.


To get a customized report, you can choose the customization option available.

Save Customization

Before proceeding further, click on the save customization button and name the report.

Step 3: QuickBooks Balance Sheet Customization

The balance sheet can be customized as per the organization’s requirements. All you need is to click on the “customize button.” The customization can be segregated into four different sections. These sections are:


This is the first section of the customization. In this, the report method and the accounting methods are one and the same options. So, if a change is made in one section, it will be reflected in another section automatically.


By using this column, you can select the columns you want to include, change the order of the columns as per your requirements or reorder them.


The filter option gives the five variables in the QuickBooks balance sheet, namely, vendor, location, class, customer, and product/service.


This option gives you the opportunity to display specific information in the header or the footer section as per your requirement. One can also change the organization name or the report name in the header section.

Report Button

When you are done with all of the above steps, click on the “Run Report” button.

Step 4: Email or print your balance sheet

You can print the balance sheet in the QuickBooks report. The balance sheet can be emailed, printed, or exported as per the organization’s need or requirement. On the top right side corner of the report, you will have the option icons. One can perform the 3 things from the icons. These are:

  • Email: You can email the report to your email id as a PDF
  • Print: You can print a copy of the balance sheet report 
  • Export: You can export the balance sheet in PDF or as an Excel spreadsheet by just clicking the export icon available on the right-hand corner

How to Run a Balance Sheet Report in QuickBooks?

Running of balance sheet in QuickBooks is an easy task if you proceed in a proper way. So through the steps mentioned below for a smooth and correct process. The steps include:

  • Open the QuickBooks and go to the left-side menu
  • Now click on the Report options and go to the business overview section.
  • After that, choose the option balance sheet. You can change the options for the balance sheet
  • You can also customize the balance sheet by clicking on the customization button.
  • You get the final report on your screen.
  • One can email, print or export the report as per the requirement.

What is a Balance Sheet?

A Balance sheet is the financial report of any organization at the end of a certain time period. This sheet keeps track of the company’s liabilities and assets and owners’ equity at a specific date. It gives a brief summary of what an organization owns and what it owes. The sheet is used to calculate the net worth of an organization.

Read & prepare a balance sheet  may sometimes be known as a “Statement of Financial positions.” A balance sheet may be produced monthly, quarterly, yearly, or depending upon the need of the organization. Most businesses use three financial statements, namely, income statement, balance sheet, and cash flow statement.

Components of A Balance Sheet

A balance sheet of any organization consists of 3 parts known as assets, liabilities, and equity.


The first section in the balance sheet is known as Assets. It simply means what an organization owns. Sometimes the assets are also known as the book value of the company, which is different from the fair market value of the assets. The company asset includes:

  • Bank Accounts
  • Cash
  • Investments
  • Accounts receivable
  • Equipment
  • Inventories
  • Buildings

Assets can be further categorized depending on the need and requirements of the organization. It may be categorized into liquid, illiquid, tangible, intangible, operating, and non-operating assets.


Another section in the balance sheet is the liabilities. It simply means what an organization owes. Anything stating that an organization needs to pay or clear the dues is termed as a liability.

The liability section of an organization includes:

  • Loan
  • Amount payable
  • Credits
  • Mortgages
  • Debits
  • Wages

The classification of liabilities is less complex than compared of assets. It can be categorized into current and non-current liabilities.


Whereas the last section of the balance sheet is known as “Equity.” It is used to know if all the assets were liquidated and all the liabilities are paid off. It can be easily calculated by subtracting the liabilities from the assets.

Equity = Liabilities – Assets

Types of Balance Sheets

Balance sheets are important in any organization. They are used to understand the liabilities and assets of an organization at a specific period of time. It may vary from time to time and what a company needs at that specific time. Different organizations use various balance sheets. The various types of the balance sheet are:

  • Account type balance sheet
  • Report type balance sheet
  • Classified balance sheet
  • Comparative balance sheet
  • unclassified balance sheet
  • Balance Sheet software & generator in QuickBooks
  • QuickBooks Financial Statements

Account Type Balance Sheet

In this balance sheet, the assets are listed on the left side in a simple form, whereas the liabilities and equities are listed on the right side of the balance sheet. When the accounts are balanced, the total of the assets and the liabilities are at the bottom.

Report Type Balance Sheet

In this type of balance sheet, the assets are first listed, followed by the liabilities and the equities. The liabilities are subtracted from the assets. The bottom line of the sheet depicts the equity.

Classified Balance Sheet

This type of balance sheet splits the accounts into different subcategories. In this case, the assets will be further categorized into current and fixed assets. The current assets include cash, receivables, and accounts, whereas the fixed assets include equipment and real estate.

Comparative Balance Sheet

It is the most common type of balance sheet and is used to compare different accounts from various points. This balance sheet helps in understanding the company’s growth and loss in a much better way. If you want to compare the account for two years, just place the end-of-year balances side by side and compare the finances.

Unclassified Balance Sheet

These balance sheets do not further split the data into sub-divisions. This balance sheet keeps the assets in liquidity with cash first, followed by the liabilities and accounts payable.

Final Words

Creating a balance sheet in QuickBooks is a crucial step in understanding the financial health of your business. By properly setting up your Chart of Accounts, entering transactions accurately, reconciling accounts, and making necessary adjustments, you can ensure that your balance sheet reflects your business’s true financial position. Remember to review and update your financial records regularly, customize your balance sheet report as needed, and follow best practices for accurate financial reporting in QuickBooks. With the right setup and diligent record-keeping, QuickBooks can be a powerful tool for creating comprehensive and accurate balance sheets for your business. So, go ahead and create your balance sheet in QuickBooks today to gain valuable insights into your business’s financial performance!

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QuickBooks Error 1603 | Troubleshooting and Solutions

If you’re a business owner or an accountant who relies on QuickBooks for efficient financial management, encountering installation errors can be frustrating. One such error that users often face is QuickBooks Error 1603, which can disrupt the installation process and hinder your workflow. But worry not! In this article, we’ll delve into the intricacies of QuickBooks Error 1603 and provide you with comprehensive solutions to overcome it.

So, grab your cup of coffee and let’s dive into the world of QuickBooks Error 1603 troubleshooting!

Guide to Fix QuickBooks Error 1603: A Comprehensive Guide

QuickBooks Error 1603 usually comes when you try to install or update the QuickBooks software in the system. This type of error is usually known as an install shield error and occurs mainly due to the missing installation file. Once the error occurs, it will display the error message showing “Fix Error 1603. The update installer has encountered an internal error”, then the users are suggested repair the QuickBooks to get the error fixed.

What is Error 1603 in QuickBooks?

QuickBooks Error 1603 occurs when you try to update or install QuickBooks on your computer. This type of error is a result of missing a crucial component needed to run while installing QuickBooks. There may be different reasons for this type of error but the most common reasons include improper QuickBooks installation, problems with Microsoft. NET Framework, windows issues, or Microsoft MSXML and C++ files being damaged.

Types of Error Messages

Image illustrating the common QuickBooks Error 1603 and its resolution steps

While installing or updating the system, one usually encounters an error message. The most common reason for QuickBooks Update Error 1603 is the running of one or more applications in the background while updating the QuickBooks. When this type of error occurs, one may see the following error messages:

  • MSI returned 1603: It was a fatal error during the installation
  • Error Status 1603: The updater has encountered an internal error.
  • Error Status 1603: Unable to apply the patch
  • Install Error 1603: There was a problem while installing the Microsoft .Net Framework.

What Causes QuickBooks Error Code 1603?

When encountered with QuickBooks Error, it interrupts the workflow and causes delays in performing the financial tasks. If the error is not resolved timely, it may result in the loss of important data, software corruption, or a decrease in productivity. Therefore, it is very much essential to resolve error code 1603. The error may occur due to various reasons. However, a few of the common reasons that trigger the error are mentioned below:

  • Corrupted Microsoft C++ and XML Components
  • Some important files related to the installation may get misplaced or unknowingly erased from the system
  • Windows registry with an invalid entry
  • Malware or virus may have attacked the system leading to corruption of the system or the software
  • An incomplete software download leads to corruption
  • Sudden shutdown of the system 

Steps to Resolve the Error Code 1603 in QuickBooks Desktop

The installation error has three solutions. You can proceed to the second solution only when the first solution does not work properly. For a better result, you can also perform the troubleshooting steps.

Things to Remember Before Proceeding:

  • These solutions help you in getting rid of the installation problem
  • Please stay in touch with the expert if you are troubleshooting the problems alone
  • Stay in touch with the computer manufacturer or Windows expert
  • Get in touch with the QuickBooks experts if the problem still continues even after performing the solutions

Image talking about the QuickBooks Error 1603 causes, symptoms, and solutions to fix.

Solution 1: Install the QuickBooks Diagnostic Software

Follow the below-mentioned steps to install the QuickBooks Diagnostic software:

  • Download the QuickBooks Diagnostic Software from the internet
  • Then save, install, and run the application through the administrative mode.
  • Wait for some time to perform the repairing task. It may take 30 minutes for a complete system scan
  • After this restart, the system

This scan fixes the issues caused due to the C++ or .Net Framework. It is advisable to close all the applications running in the background while installing the application.

Solution 2: Resolve the Error Manually

If you have tried to resolve the error by QuickBooks Diagnostic Software, and the problem continues, then try to resolve the error manually. But, before proceeding, it is advisable to take the help of an expert. Follow the below-mentioned steps to troubleshoot the problem manually. The steps include the following:

Updating the windows with the latest updates can rectify QuickBooks Error 1603 the problem. Follow the below-mentioned points to perform an updating:

  • Press the Window Key and R (window + R Key) to open the Run window
  • Type the Control panel inside the Run window, tap and press the enter key
  • Inside the control panel, search for window updates.
  • Click on the Windows Update and check for the latest updates
  • Once the search for the latest updates is done, install the updates by clicking on “Install Now.”
  • Next is to restart the computer and update QuickBooks again

Solution 3: Manually Fix the Windows Components

If the diagnostics and updating of the windows did not fix the problem, then try to resolve the problem manually. If you are an IT expert or are in touch with an expert, try to fix the problem manually. Follow the following steps to resolve QuickBooks Error 1603 the problem:

Repair or Reinstall the Microsoft. Net Framework

QuickBooks uses Microsoft programs to run the application. If. Net Framework has a problem, QuickBooks can not be operated properly. Follow the below-mentioned points to repair the. Net Frameworks:

  • Navigate to the control panel and Open Programs and Features
  • Now, click on the Windows features
  • Search for the latest updates and click twice on it
  • Please check the “.Net Framework 3.5.1 and 4.5.”
  • Now, click on uninstall a program. Windows will ask whether you want to repair or uninstall a program.
  • Click on the repair and reboot the system once repairing is done
  • Again verify the “.Net Framework 3.5.1 and 4.5” and reboot the system.
Repair MSXML 4.0

Follow the below-mentioned steps in order to troubleshoot the issue caused by the damaged MSXML.

For a 64-bit operating system
  • Click on the start Windows and type cmd
  • Right-click on cmd and Run as An Administrator
  • C: prompt, enter cd\windows\syswow64.
  • Now type regsvr32 MSXML6.dll and press enter
  • Install the QuickBooks
For a 32 bit of Operating System
  • Open the Run command, type cmd, and press enter
  • Type regsvr32 MSXML6.dll, and press enter
  • Install the QuickBooks Desktop

Solution 4: Use the selective Apps to Install the QuickBooks in Selective mode

Follow the below-mentioned steps to install the QuickBooks in the selective mode

  • Create a backup of your data
  • Shut down the system and start it in the selective mode
  • Open the Run Window, write MSConfig, and press the enter button
  • Go to the General tab, click on the selective startup, and load the system services option
  • Hide and disable all the MS services
  • Go to the hide option again and remove the tick mark from the option
  • Click on the Ok Button and reboot the system
  • Uninstall the Software QuickBooks Desktop from the system and switch to normal mode.

Solution 5: Disable Antivirus and Firewall Temporarily

Sometimes, your antivirus or firewall software may interfere with the QuickBooks installation process, leading  & Fixing QuickBooks  Error 1603. To troubleshoot this, you can temporarily disable your antivirus and firewall software and then try installing QuickBooks again. Make sure to enable them after the installation is complete.

What are the Signs of QuickBooks Error 1603?

It is easy to detect QuickBooks Error 1603. There are a few early signs that start appearing before. These signs include:

  • An old version of QuickBooks accounting software is being used.
  • The Microsoft NET 1.1 SP1 installer is installed inappropriately.
  • There might be a locked company file.
  • Temp Windows temporary folders may be full.
  • The installation process might not be getting permissions.
  • Damaged Microsoft C++ & MSXML Components.
  • Corrupt QuickBooks installation or Corrupted Microsoft Windows installer.
  • You are using an outdated version of the OS.

Winding Up

We have tried our best to provide you with the solutions to resolve QuickBooks Error 1603. You might face problems even after executing the above-mentioned steps. In case the problem continues, immediately contact the expert at toll-free number 1833-460-2030 and get the error solved. We have tried our best to provide useful information. For more such informative blogs, subscribe to our blogs and stay ahead.

Q 1: Can I reinstall QuickBooks without losing my data?

Yes, uninstalling and reinstalling QuickBooks will not affect your company data. However, it’s always recommended to create a backup of your company file before proceeding with any installation or troubleshooting steps.

Q 2: Can I install QuickBooks on multiple computers with the same license?

No, according to Intuit’s licensing policy, a single license of QuickBooks is valid for installation on one computer only. Installing QuickBooks on multiple computers with the same license would be a violation of the licensing terms.

Q 3: I’m still encountering QuickBooks Error 1603 after trying all the solutions. What should I do?

If you have followed all the troubleshooting steps and are still facing QuickBooks Error 1603, you may need to reach out to QuickBooks  Desktop support for further assistance. Their technical experts can provide you with personalized solutions based on your specific issue.

Q 4: Can third-party applications conflict with QuickBooks installation?

Yes, third-party applications or security software can sometimes conflict with QuickBooks installation process and result in Error 1603. It’s recommended to temporarily disable or uninstall any third-party applications or security software during the QuickBooks installation to avoid conflicts.

PDF and Print Problems With QuickBooks Desktop

QuickBooks Desktop is a widely used accounting software by small and medium-sized businesses. It helps businesses manage their financial transactions, generate invoices, and keep track of their expenses. However, some users encounter problems when they try to print or save their transactions as PDF files. In this article, we will discuss some common PDF and print problems with QuickBooks Desktop and how to resolve them.

Various Printing Problems in QuickBooks Desktop Software

Printing from QuickBooks lets users print various documents with their ease. However, there are instances when you may get printing issues in QuickBooks due to multiple factors. A missing or damaged component is one of the most apparent reasons behind this error. Sometimes, you may get an error message for the same with the text – 

Sorry! We couldn’t save your form as a PDF file”. 


Error message: You cannot print directly to the QuickBooks PDF Converter.”

The error message elaborates on the problem and suggests users run the QuickBooks PDF & Repair Tool. The list of these issues is long, and based on the symptoms of the error, you need to implement the relevant solutions for troubleshooting. Check the below-given list for common PDF and print problems in QuickBooks: 

  • Why is my screen blank when printing?
  • QuickBooks 2021 print to pdf freezes.
  • Form 941 report pdf printing error.
  • Test sequence for PDF printing issues.
  • QuickBooks crashes when printing to PDF.
  • Print problems with QuickBooks Desktop Mac 2021.
  • QuickBooks PDF Saving problem in some folders.
QuickBooks Services

Accept credit card payments where you do business – in the back office, in your retail store, on your website, or on your mobile device.


What Evokes The QuickBooks Print & PDF Issues?

There is a multitude of possible reasons that can give rise to the print and PDF issues in the QuickBooks application that can hinder you from getting a task accomplished. You need to list these factors to fix printing issues in QuickBooks Desktop. Check below:

  • Compatibility issues between the QuickBooks PDF converter with the Windows versions of your Operating System, such as XP, Vista, or Windows 7
  • Fax Talk Communicator software conflicting with your system can also give rise to this error. 
  • The error can also take place because of a damaged form template that needs to be replaced. 
  • When QuickBooks PDF printer is configured as the default printer in the Windows system. 
  • Using an outdated version of the QuickBooks Application. 
  • The discontinued PDF converter is also a possible reason that can give rise to print and PDF errors in QuickBooks. 
  • Make sure that your Printer Driver is working. If not, QuickBooks will give several print and PDF issues. 

Symptoms of Printing and PDF Files Issues in QuickBooks

When printing from within the QuickBooks application, you may experience an error that can be determined by the below-given symptoms: 

  • QuickBooks Desktop won’t respond or work sluggishly. 
  • Windows OS freezes or becomes unresponsive. 
  • Mouse or keyword inputs get an extremely slow response from the system.
  • The QuickBooks crashes or freezes now and then.
  • Active Windows crashes when performing a print-related task using QuickBooks. 

System Requirements That Can Keep QuickBooks Printing and PDF Files Problems At Bay

When all the system requirements are fulfilled, you won’t need to troubleshoot issues with Printing and PDF files in many instances. Check below: 

  • Operating System: The compatible Windows Operating Systems are Windows XP, Windows Vista, Windows 7, Windows 8, and above.
  • Processor: The minimum requirement is 2.0 GHz. 
  • RAM: A minimum of 512 MB RAM is required to print smoothly in QuickBooks. 
  • Internet: You should have a strong and stable Internet connection. 
  • Browser: Internet Explorer 6.0 or others. 
  • CD ROM: 4 x CD-ROM drive is the minimum requirement to print in QuickBooks without getting the error. 

Preventive Care To Avoid PDF and Print Problems With QuickBooks

If you want to print your documents in QuickBooks without getting an error, below are some preventing steps that you need to consider in your mind for the error resolution: 

  • First of all, you need to make sure that the printer’s wire is plugged-in and it is turned on. 
  • Check if the printer is able to print from another program. If it can, chances are few that it will give an error with the QuickBooks application. 
  • Sometimes, a simple restart can help you in printing your documents if it is giving an error.
  • If you can print reports with ease, however, you face difficulty in printing exchange. Here, you can try changing the format of the structure. 

Image shows the common PDF and Print problems with QuickBooks Desktop

Simple Procedures To Troubleshoot PDF and Print problems with QuickBooks Desktop

There are several possible factors that can promote the error, and you need to implement various solutions to eliminate the issue. Some of the best solutions are: 

Solution 1: Put QuickBooks PDF & Print Repair Tool To Use

QuickBooks Tool Hub is a platform on the QuickBooks application that allows users to run effective tools to resolve a myriad of technical errors. Using Tool Hub, you can run the PDF and Print Repair tool as well to resolve the persisting error. Some of the main issues that can be resolved by this tool are: 

  • An error message prompting that – “You cannot print directly to the QuickBooks PDF Converter” while performing a print task.
  • When saving a document, it says – “Unable to save as .pdf file,” and the task stops.
  • QuickBooks freezes during account reconciliation. 
  • Print Driver Host for 32-bit Applications is not working. 
  • QuickBooks failed to save your reports or form as a .PDF. 
  • PDF Converter is not showing offline. 

The below-given steps guide you on how to get it done: 

1.1: Install QuickBooks Tool Hub In The First Place
  • When on Intuit’s official website, select the latest version of the QuickBooks Tool Hub and download it to your system. Note: Save the downloaded file to an easily accessible location on your computer (Recommended). 
  • In case you already have QuickBooks Tool Hub installed on your device, you can check your version by clicking on the Home tab. 
  • Next, go to the download location and run the QuickBooksToolHub.exe file. 
  • Now, follow the installation instructions given on your screen and agree to the terms and conditions to make it ready to use. 
  • After finishing the installation, double-click on the icon to open it. 
  • If you are unable to locate the installed Tool Hub, get help from the Windows search option. 
1.2: Run PDF & Print Repair Tool To Resolve The Error
  • When the QuickBooks Tool Hub opens, you will see the list of program problems divided into several categories. Here, you need to select Program Problems from the list. 
  • Next, select QuickBooks PDF & Print Repair Tool and wait for the tool to detect the resolve the program issues. 
  • After utilizing the tool, you may again try the PDF or Print issues that were giving errors earlier. If the QuickBooks missing pdf file component problem occurs again, try the next troubleshooting solution. 

Solution 2: Restart & Reset Temp Folder Permissions To Fix Printing Issues

Restarting and resetting the temp folder permissions can be an effective way to resolve PDF and Print Problems With QuickBooks. Firstly, you need to restart your computer, and if the error is not resolved, follow the below stated steps: 

  • Press Windows + R keys together, and it will open the Run command. 
  • Here, type %TEMP% inside the box and press Enter button. 
  • Now, right-click on an empty area in the temp folder and select Properties from the drop-down list. 
  • Moving ahead, select Security. 
  • In the security section, you need to confirm that user names and groups have Full Control. 
  • Once ensured, save the file as a PDF again.  

Solution 3: Delete or Rename Your Printer File

To accomplish this procedure, you need to implement the below-given steps: 

  • First of all, navigate to the file location to find them.
  • Once you see the file, right-click on it and select Rename from the drop-down list. 
  • Moving ahead, add .OLD at the end of the printer file name so that it looks like – “qbprint.old and wpr.old. Note: Renaming the file is a better option as compared to deleting them. 
  • Now, launch the QuickBooks application and open the data file. 
  • After that, select a suitable file and move to the Printer Setup option. 
  • Now, you can choose any transactions from the Name Form. 
  • After choosing, select the OK button to conclude this procedure.

These steps will enable you to reset your printer settings for the program. 

Solution 4: Running QuickBooks Print Repair Tool Can Also Help

Running QuickBooks Print Repair Tool is an effective tool for error resolution. To enable this tool: 

  • Locate the print file QBPrint.qbp on the device, giving PDF and Print Problems with QuickBooks.
  • Next, you have to resolve the issue manually by prefixing any word. 
  • Navigate to the folder location using the address – C:\ProgramData\Intuit\QuickBooks 2XXX. 
  • If you are unable to locate the file, it is possible that the file is hidden. Unhide the file to proceed further. 
  • Once done, right-click on Qbprint.qbp file and select Rename. 
  • Now open the erroneous transaction that was giving an error while creating PDF in the QuickBooks application. 

Solution 5: Check If The Reconcile Window is Off Of The Screen or Not

Sometimes, after picking the reconcile from the Bank menu, QuickBooks may appear locked; however, the PDF function is still working. This situation depicts that the Window might display off of the screen. In such a scenario, you need to follow the below-listed steps: 

  • Navigate to the Window menu and check if the reconcile window is listed or not. 
  • After that, choose Close All and start with the reconciliation process again for the error resolution. 

Solution 6: Make Sure That It’s Not Your Printer, Which Is Causing The Error

Sometimes, it can be your printer that is causing the error when printing the documents in QuickBooks. Here, you need to consider the following steps: 

  • First things first, click Start and then locate Notepad using the search option.
  • Next, write some text on Notepad and choose the file to Print.
  • Moving ahead, choose the Printer and select the Print option.
  • Check if the printer is printing or not and take the right course of action based on this observation.
To Put It All Together!

The solutions described in this post can help you troubleshoot various issues, such as

Courier Font Rendering Issue on PDF Invoices, Cannot print General ledger report to printer or pdf, printing problems in Safari, and various other issues. You can implement these solutions with ease to get rid of the error. However, if you are still experiencing any kind of error, feel free to ask for help at toll-free number 1833-460-2030 and get one-on-one assistance from trained QuickBooks Desktop professionals.


Q. What is the QuickBooks PDF converter, and why is it essential?

The QuickBooks PDF converter is a feature that allows users to save their transactions as PDF files. It is essential because it allows users to keep records of their financial transactions and share them with others easily.

Q. Why do I encounter an activation error when using the QuickBooks PDF converter?

The activation error occurs when the converter is not installed correctly or the necessary components are missing.

Q. How can I resolve the activation error with the QuickBooks PDF converter?

Users can resolve this error by uninstalling and reinstalling the converter. If the problem persists, they should try repairing the installation or installing the latest updates. Additionally, users should ensure that the converter is set as the default printer in their computer’s settings.

Q. Why do my PDF files not print correctly?

PDF files may not print correctly if the file is not formatted correctly or if the printer settings are incorrect. Users should ensure that the PDF file is formatted correctly and that the printer settings are correct. Additionally, users should check if the printer drivers are up to date.

Q. What should I do if QuickBooks crashes when printing?

If QuickBooks crashes when printing, users should ensure that the printer drivers are up to date and that the printer settings are correct. They should also try printing the file from a different computer or using a different printer. Additionally, users should try repairing the QuickBooks installation or installing the latest updates.

Troubleshooting Email Issues in QuickBooks: Tips and Tricks

Email is an integral part of any business, and QuickBooks understands that. That’s why QuickBooks offers an email feature that allows users to send and receive emails directly from within the software. However, sometimes users may encounter email issues in QuickBooks  while using the email feature in QuickBooks Software.

In this article, we will discuss the common email issues in QuickBooks users face and provide tips and tricks to troubleshoot these problems.

Common Email Issues in QuickBooks

  • QuickBooks unable to send email
  • Emails stuck in the outbox
  • Unable to receive emails
  • Email password issues
  • Incorrect email settings
QuickBooks Services

Accept credit card payments where you do business – in the back office, in your retail store, on your website, or on your mobile device.


What instigates Email Issues in QuickBooks Desktop?

Why Can I Not Send Emails From QuickBooks? | Unable To Send Email From QuickBooks

There are a couple of factors that might lead to outlook crashing when sending Invoice Emails issues, a few of them are highlighted below:

  1. Incorrect Email Settings. 
  2. .dll file has been corrupted. 
  3. QuickBooks is running as an administrator. 
  4. Damaged or improper QuickBooks Installation. 
  5. A particular domain is blocked. 
  6. Errors while installing Outlook application on Windows. 
  7. While sending emails through QuickBooks, Outlook opens up in the background.

Best Troubleshooting Methods to Eradicate Email Issues in QuickBooks Desktop!

At times, something goes wrong with QuickBooks, and it prevents you from sending your important emails. No worries, just check out the steps highlighted below to tackle such email-related issues in a few mouse clicks.

Method 1: Edit Admin Privileges

Ensure that QuickBooks isn’t set to automatically run as an administrator. Let’s see how:

  • The very first step is to shut down the QuickBooks Desktop.
  • Now, open the Windows Start menu.
  • You have to write down QuickBooks into the search bar and hit right-click on the QuickBooks icon then tap on Open file location.
  • In the folder, click right on the QuickBooks.exe file and select Properties.
  • After this, hit the Compatibility tab.
  • Next, choose to uncheck the Run this program as Administrator option. In case the option is grayed out, tap on Show Settings for All Users. This will make the option accessible.
  • To finish, click on Apply and then press OK.

Method 2: Make sure that Email Preferences are Correctly Set in QuickBooks

  1. Initially, open the QuickBooks Desktop software and go to the Edit menu then choose Preferences. If you use Microsoft Outlook with Microsoft Exchange Server, open and log in to Outlook before you proceed.
  2. Now, tap on Send Forms from the menu. 
  3. After this, navigate to the My Preferences tab and choose Outlook Email if you use Outlook to send emails.
  4. Press OK.

Send a test email from QuickBooks. If you still experience an error, select your preferences.

  1. Head to the Edit menu and then choose Preferences.
  2. Next, select Send Forms from the menu and then hit the My Preferences tab.
  3. Click on QuickBooks E-mail or Webmail, and then press OK. This toggles your preference off.
  4. Afterward, repeat the same steps and return to the My Preferences tab then choose Outlook. 
  5. Once done, tap on OK.
  6. You must close QuickBooks and all other running programs.
  7. To end the process, restart your system. 

Method 3: Verify your Internet Explorer Email Preferences

QuickBooks software makes use of Internet Explorer to run web services running in the background. You may have to reset your email preferences there. Here’s how:

  1. At first, close the QuickBooks software.
  2. Now, open Internet Explorer.
  3. Choose Tools and the Settings menu then tap on Internet options.
  4. Thereafter, hit the Programs tab and then select Set Programs.
  5. Click on Set your default programs and then opt for the email service you wish to use.
  6. Tap on Apply and then press OK.
  7. Last but not least, make an exit from Internet Explorer.

Method 4: Test and repair MAPI32.dll

This step may be a bit complicated if you’re a confident computer user then carry out the steps enumerated below. Else reach out to the IT Professional for getting better assistance. 

Run the test to narrow down the issue

  1. In the beginning, restart your system.
  2. Now, you need to open Microsoft Word and generate a new document.
  3. Choose the File and tap on Send, then Email as PDF Attachment.

In case you are able to send an email from Microsoft Word but not from QuickBooks, carry out the steps to repair your MAPI32.dll file:

  1. You are required to close all running programs.
  2. Now, open the Windows Start menu.
  3. Type File Explorer into the search bar and then open it.
  4. After this, navigate to C:\Windows\System32 under Search Programs and Files then click Enter on your keyboard. 
  5. Locate and open Fixmapi.exe file and follow the on-screen instructions to repair the file. 
  6. Once the file is repaired, restart your system and try sending the email one more time.

Method 5: Reinstall QuickBooks Desktop using Clean Install Tool


The interface shows the option to troubleshoot the issue or update email settings.

  1. To begin with, close all open web pages and applications once save all unfinished work.
  2. Now, hit the Start button and then type Task Manager.
  3. Once the Task Manager window opens up, end all the QuickBooks-related processes.
  4. After this, make use of the Clean Install Tool to rename all the QuickBooks applications and program files.
  5. Then, restart your system.
  6. You must look for unnamed folders and then manually rename them. 
  7. Uninstall QuickBooks accounting software and then reboot your system.
  8. Make sure to keep your license and Product Number handy.
  9. You must insert the installation disk into the disc drive of your PC or download an installation source copy from the internet.
  10. Next, run the installation wizard and then follow the instructions appearing on your screen.
  11. Open QuickBooks and then reactivate your program.
  12. Move to the Help menu and update your QuickBooks desktop.
  13. In the end, run your QuickBooks company file and try sending the email.

Method 6: Fix Microsoft Outlook-related Issues


QuickBooks is not able to process email to outlook


  1. Herein, you are supposed to head to the Windows in the System, and then open the Control Panel.
  2. Now, choose the Programs option.
  3. Tap on the Programs once again and select Uninstall a program.
  4. Afterward, you have to locate and opt for the Microsoft outlook program from the list that displays on the screen. 
  5. Once done, hit the Repair tab and tap on the Uninstall/Change option in the uninstall wizard.
  6. Go through the instructions to fix the MS Outlook program.
  7. Then, press the Finish button.
  8. When the process comes to an end, try to send an email from QuickBooks to Outlook and check if the issue is resolved or not.

Most Reliable Solutions to Fix Webmail Password Issues in QuickBooks Desktop!

If you receive a notification about an incorrect email or password, don’t panic. Here’s what to check so not any block messages go out to your vendors and customers. Let’s have a look:

Solution 1: Update QuickBooks

  1. At first, navigate to the Help menu and choose Update QuickBooks Desktop.
  2. Tap on Update Now and then click Get Updates.
  3. When the update is over, close and reopen QuickBooks. 
  4. Press Yes if you’re prompted to install the update.
  5. Once the installation is completed successfully, follow the instructions displayed on your screen.

Solution 2:  Check your email settings

If the above solution didn’t work out, open your online email service and review your settings and filter preferences. These may inadvertently block the emails from QuickBooks.

To verify the email settings, you need to carry out the steps presented below.

For Gmail Users

You must check the app preferences. It should be noticeable that something may block the connection to your Google account. Below are the steps you are supposed to check out:

  1. You must perform the steps for enabling access to QuickBooks Gmail less secure apps.
  2. Now, set access preferences for certain applications, like QuickBooks Desktop.
  3. Thereafter, go back to your QuickBooks Desktop software and then email a test transaction to yourself.

If you still find issues while sending emails, you have to turn off the 2-Step Verification feature for your Gmail account. It is imperative to note that this turns it off for all apps, not just QuickBooks.

For Yahoo! Mail Users

The steps for the Yahoo! Mail users are different as it uses a 2-Step Verification process. Go through the below-listed pointers to review your security settings.

  1. Navigate to your Yahoo Account Security page.
  2. After this, turn on the Two-step verification and Allow apps that use the less secure log-in features.
  3. Then, return to QuickBooks and email a test transaction to yourself.

If you’re still unable to send emails, use Yahoo’s generate third-party app passwords tool. This tool will create some random passwords you can use to connect QuickBooks and you only need to do this once. Also, remember that in case you’re sending batch emails, the password will expire once you’re done with sending 12 invoices or transactions. Then, you are recommended to generate a new third-party app password to continue.

  1. Go through the steps to get a password.
  2. Then, move back to QuickBooks and email a test transaction to yourself.
  3. Under the Password field box, enter the third-party app password and then press OK.

Note: It is a remarkable point that to send emails to QuickBooks, Yahoo mail powered creates a secure mail key when you send emails through the third-party desktop app as its new feature.

Other Email Services (Hotmail, AOL, etc.)

If you’re going to use other email services, ensure to verify the security and filter settings and also make exceptions or rules so QuickBooks isn’t blocked.

QuickBooks in Right Networks

You have to complete a Multi-Factor Authentication request with RightNetworks. If you can’t log in to RightNetworks from a browser, contact them for help to set up it properly.

Solution 3: Verify your Antivirus settings

Sometimes, the antivirus software may accidentally block the connection to QuickBooks and thus restrict its seamless functioning. In such a scenario, you have to search for the antivirus provider’s website and head to the steps to Allow the Port Exceptions. The steps for Norton and McAfee are stated below:

  1. Create Port 465 open for Yahoo! Mail.
  2. Also, create Port 587 open for Gmail and all other email services.

If you’re a McAfee user, open your antivirus program and look at your Excluded Processes list. You must have to add these names to the list so that they can run freely:

  • QBW32.exe – C:\Program Files\Intuit\QuickBooks [year]\QBW32.exe.
  • QBDBMGRN.exe – C:\Program Files\Intuit\QuickBooks [year]\QBDBMgrN.exe.
  • QBDBMGR.exe – C:\Program Files\Intuit\QuickBooks [year]\QBDBMgr.exe.

Easy Steps on How do I Change to Default Email I sent my Invoices from!

If you want to set your email address as a new company email, then yes, it’ll update on the invoice. Once you sent an invoice to your customer, the address will have appeared on the invoice form. Below some easy-to-follow instructions are provided to switch from your older default email to a newer mail. Here’s how:

  1. First of all, open QuickBooks.
  2. Now, click the Edit button.                          
  3. Select the Preferences tab.
  4. After this, choose the Send Forms option.
  5. Hit the Company Preferences tab.
  6. Tap on Add Template.
  7. Here, you have to enter the name of the template in the given field.
  8. Furthermore, change the subject of the email as per your requirement.
  9. Also, edit the context of the email you want to create.
  10. Lastly, press the Save button.

Two Different Ways to Fix Custom Email Template issues in QuickBooks Desktop!

If you created a new email template and sent emails but QuickBooks is still using your old template, no worries as it often happens due to email issues in QuickBooks Desktop. Below are the two ways to apply for a new template. Let’s have a look:

Way 1: Copy and paste the correct message prior to sending the email

  1. To start off, navigate to the Edit menu and choose Preferences.
  2. Now, click on the Send Forms menu and then hit the Company Preferences tab.
  3. You need to highlight the template you wish to use and tap on Edit.
  4. Once done, copy the message Body text.
  5. Then, head to the File menu and select Send Forms.
  6. After this, opt for the email you want to send and then press Ctrl + V to paste the copied text into the body section. Remember that If you’re using QuickBooks Desktop Enterprise, you have to choose the Edit Email first.
  7. At last, hit the Send Now icon.

Way 2: Reset the email later settings 

  1. In the inception, you are required to locate and open the Transaction you want to send.
  2. Next, make sure you uncheck the Email Later box and then tap on Save & Close.
  3. Afterward, reopen the transaction and also choose to Check the Email later box.
  4. The final step is to hit Save & Close and you are good to go.

Emails to Customers are Blank 

The emails you sent to your customers are totally blank? To get over this, you need to run the QuickBooks Print & Print Repair Tool from the QuickBooks Tool Hub. This will help you to fix certain minor email issues in your company file. Let’s see how:

  1. In the starting, close the QuickBooks software.
  2. Now, you need to download the latest QuickBooks Tool Hub version and then save the file somewhere you can easily access it.
  3. Open the file you downloaded with an extension QuickBooksToolHub.exe.
  4. You must follow the on-screen prompts to install and agree to the terms and conditions.
  5. When the installation is done, click twice on your Windows desktop icon to open the tool hub.
Bottom Line!

Are you still coming across Email issues in QuickBooks? Stop getting worried about it as our QuickBooks representatives are here to assist you when you’re in need. It’s not so surprising to bump into different email-related errors while trying to send invoices, letters, or promotional emails to your customers. However, if you find yourself on the same track then feel free to contact us to get your problem resolved at the earliest.

Reprint W2 Forms in QuickBooks Desktop: A Step-by-Step Guide

As tax season approaches, businesses are preparing to send out W2 forms to their employees. However, sometimes errors occur, and QuickBooks W2 forms need to be reprinted. If your business uses QuickBooks, you’re in luck. Reprint W2 forms in QuickBooks is a straightforward process. In this article, we will provide a comprehensive guide to help you reprint W2 in QuickBooks.

You can reprinting W2 forms in QuickBooks desktop as many times as you need. However, it’s important to ensure the information on the form is accurate before printing to avoid errors.

Here we mentioned the process of reprinting W2 forms in QuickBooks Desktop. So you can make sure that all of your employees have the forms they need.

What is a W2 Form?

Before we explore the process of reprint W2 forms in QuickBooks, let’s first review what a W2 form is. A W2 form is a tax document that employers are required to give to their employees each year. The form reports the employee’s earnings, amounts of federal, state, and other taxes that were keep back from their paychecks.

Reasons for Reprinting W2 Forms in QuickBooks Desktop

What W2 Forms to Use with QuickBooks?

There are many reasons why you may need to reprint W2 Forms in QuickBooks. Sometimes the original form can get lost or damaged, or an employee may not have received their form in the mail.

In other cases, an employee may have left the company before receiving their W2 form, or there may have been an error on the original form that needs to be corrected.

What to do to Reprint W2 in QuickBooks?

Experiencing tax forms-related issues while running QuickBooks to manage accounting and payroll for your small or mid-sized businesses? No need to worry about it. At times, users lose a printed copy of their W2 form and need to reprint W2 forms in QuickBooks once again as soon as possible.

The W2 forms are important documents that contain information related to the wages and salaries of the employees that are paid by their employer. This entire issue takes place when any employee of your company requests to reissue the form, you might reprint W2 in QuickBooks.

Print W2 Forms in QuickBooks | Printing W2 In QuickBooks Desktop

To reprint an earlier W2 form, just behave in compliance with the internal revenue services rules and regulations. The need to reprint old W2 forms can be caused due to a missing form from the employee’s end.

Whenever the employees are going to prepare for their tax returns transactions, it is required to file this form.

Make sure that the employer and the employees both have copies of such W2 forms it’s of your year-end tasks. If you file this form manually with the IRS, you can send paper copies to your employees or print it.

Want to get answers to your W2 questions? Stay connected till we explore it all!

W2 Tax Form: A Brief Overview

QuickBooks W2 Tax Forms

This amount works as beneficial, the government takes from the citizens and uses this certain amount to develop the country.

However, if you’re an employee, don’t need to worry about paying taxes. Your employer deducts the amount from your paycheck and files your taxes for you. Employers need to give a detailed account to know how much amount are being deducted as tax on annual basis. This is where you have to file your W-2 forms.

Steps to Create Your W2 Forms | Create W2 In QuickBooks Online

Before you reprint W2 in QuickBooks, make sure you have already created it. Let’s see how:

  1. From within the Inception tab, move to the Employees menu.
  2. Thereafter, choose Payroll Tax forms and W-2s, followed by clicking on Process Payroll forms.
  3. Select Annual form W-2/W-3 located underneath the File Forms section, and then choose Wage and Tax Statement Transmittal.
  4. Then, tap on Create Form.

Procedure to Submit your W2s Forms

Once done, now it’s time to send your file electronically before reprinting your W2 in QuickBooks. The below-explained steps can be helpful when followed carefully:

  1. First things first, you need to choose All Employees or Employee’s last name, and it will help you to file by batch underneath the Process W-2s page.
  2. Now, you need to enter the year of the form you’re filling out under the Select Filing Period section and then press OK.
  3. When in the “Select Employees for Form W-2/W-3” window, choose the employees option. In case you want to select all employees displayed in the list, simply click on Mark All.
  4. Tap on E-File Federal Forms.
  5. You must type your business phone number and email address on the login screen.
  6. Last but not least, hit the Submit tab.

Points to be Considered When Reprinting W2 Forms

The things you need to keep in mind before reprint W2 forms in QuickBooks Desktop are as follows:

  1. Check your QuickBooks Desktop version that is supported.
  2. Verify and confirm your subscription for the QuickBooks Payroll Enhanced or Standard service.
  3. Also, you need to ensure that you have the latest payroll tax table.
  4. Blank W2 Forms for QuickBooks – Ensure that you print the form on blank paper, preprinted forms, or perforated paper of a laser printer.
  5. You will need the blank ink and print onto paper to print W-2 forms.
  6. Verify the compatibility of the W2 form with the QuickBooks Payroll version.
  7. Verify to ensure that you are using the preprinted forms for inkjet printers.

Here’s How to Reprint W2 in QuickBooks Desktop 2021!

How to Print W2 Forms in QuickBooks? | How To Print W2 QuickBooks Desktop?

Implement the steps stated in the below-given list to get the task done:

  1. First things first, move to the Employees menu to start the procedure.
  2. Here, you need to choose the Payroll Tax forms and W-2s, followed by clicking on Process Payroll forms.
  3. Now, from under the File forms tab, you need to select Annual form W-2/W-3 >> Wage and Tax Statement Transmittal.
  4. Once done, hit the Create Form button, which will help you to create it.
  5. When in the File Form section, click the employee’s name and the filing period.
  6. Hit Submit Form to continue printing.
  7. Hit a click on the Print/E file, and it will open the Print W-2 and W-3 Forms window.
  8. At last, Print the form.

Recommended To Read:

QuickBooks Running Slow | Steps to Speed-up QuickBooks

Know How to File your State W2s with QuickBooks Desktop Payroll  Enhanced!

You are required to print and send W2s to your employees postmarked by January 31. Below are the steps to be carried out to file your state W2s with QuickBooks Desktop Payroll Enhanced.

Step 1: Purchase your W2 paper

Order W2 Forms for QuickBooks

First of all, you’ve to order W2 paper through a reliable website. This ensures your W-2s will print correctly and your employees won’t have any issues while filing. You can simply print the employee copies on:

  • Blank 3-part perforated paper
  • Pre-printed 4-part perforated paper
To order your W2 kit (includes envelopes):

Below are the steps you need to follow with the utmost attention to order your W2 kit fail-safely:

  1. Head to the QuickBooks Checks & Supplies.
  2. Now, select Tax Products.
  3. Choose either Pre-Printed W-2 kits or Blank W-2 kits.
  4. At last, follow the on-screen steps to complete your order.

Step 2: Update QuickBooks & Payroll Tax Table

For updating your QuickBooks Desktop and payroll tax table to the latest release, implement the below-listed steps one-by-one:

To Update QuickBooks

Updating QuickBooks is an important task as it ensures that your program is running smoothly and you have the most improved features to handle your business accounting. Below are the steps:

  1. To start off, navigate to the Help menu and then choose Update QuickBooks Desktop.
  2. Tap on Update Now and then select Get Updates.
  3. Once done, close and reopen QuickBooks.
  4. If you’re prompted to install the update, press Yes.
  5. When the installation completes successfully, follow the instructions appearing on your screen.

To Update Payroll Tax Table

  1. In the inception, go to the Employees and then click on Get Payroll Updates.
  2. To know your tax table version:

Once you have the latest updates QuickBooks Desktop application, follow the below-given steps to determine which tax table version you are currently using for your taxes:

  • Check the number right beside the “You are using the tax table version:” option.
  • View the latest payroll news and updates to verify if it’s the correct version.
  • Choose Payroll Update Info for getting more details on your tax table version.
  • To get the most recent tax table:

Read More- QuickBooks Payroll Tax Table Update Made Easy

Step 3: Create and Print W2 and W3 Forms

Now that you have the most updated version of the QuickBooks Desktop and payroll tax tables, you can create and print W2 and W3 forms with the below-listed steps:

  1. The initial step is to Payroll Tax Forms & W-2s from the Employees dropdown menu and then Process Payroll Forms.
  2. Under the File Forms tab, scroll down and choose Annual Form W-2/W-3 – Wage and Tax Statement/ Transmittal.
  3. Click on Create Form.
  4. After this, select all or individual employees to file.
  5. You need to enter the year and then press OK.
  6. Choose all or individual employees to print.
  7. Tap on Review/Edit to review each W2. Later on, reviewed W2s have a checkmark in the Reviewed column.
  8. Once done, hit the Submit Form tab and follow the on-screen steps to print and file the forms.

Note: In case you are reprinting as your employee lost or didn’t get the original W-2, write REISSUED STATEMENT on the top and include a copy of the W-2 instructions.

How To Email W2 From QuickBooks Desktop?

You can now email the employees W-2 Forms using Adobe Reader by implementing the below steps.

1. In the initial stage, launch the Payroll Tax Center and then proceed with the steps below.

  • From the QuickBooks application, you must choose the Employees option.
  • After this, move to the Payroll Center and hit the File Forms tab.
  • Next, you must select the View/Print & W-2s form.
  • You have to include the Payroll PIN and click OK to proceed further.

2. Subsequently, navigate to the View Employee W-2 Forms for all year’s link.
3. Tap on the name of the employee for which you desire to print the W-2 form.
4. Now, go through the instructions displayed by Adobe to launch the W-2 form in Adobe Reader.
5. To email the W-2 Form that you have saved, choose the file and hit the Send button.
6. Move further by hitting on the page by email.
7. At last, you must link the file with the email and put the subject according to it. Also, you have to add the recipient and then send it to that person.

QuickBooks W2 And 1099 Forms

Form 1099 is a document that is issued to freelancers and independent contractors. This form states a non-employer payment to an individual or a business. There are many different 1099 forms; however, 1099-NEC and 1099-MISC are the most common forms among them.

Reprint W2 forms in QuickBooks, on the other hand, report all the payments made to the employees within one financial year. The employers issue these forms to their employees at the end of a calendar year. The information reported in W2 is state income, Medicare and social security income, and taxable income. This information is mandatory when filing tax returns during tax season.

Learn How to Reprint Prior Years W2’s

The steps included in this section are stated below:

  1. Initially, choose Taxes and then Payroll Tax.
  2. Next, click on Filings.
  3.  Hit the Resources tab.
  4. Afterward, you must select Archived forms and filings.
  5. Tap on the date range you need, or search the forms you need.
  6. Hit View on the W-2 or W-3 form you wish to print.
  7. Finally, select the print icon on the Reader toolbar and then click Print again.

Does QuickBooks Print Employee W2 Forms? | How To Print Employee W2 In QuickBooks Online?

Yes! You can print W2 forms in QuickBooks for the current year and the previous years from when you started using the W2 QuickBooks Payroll service. You can accomplish this task with a few simple steps. It allows you to see and print your W2 forms from within the QuickBooks application. Moreover, you can reprint your W2s as well if the employee has lost or didn’t receive the original W2 form.

Understand How to Reissue a Lost W2 Forms?

How To Reissue A Check In QuickBooks?

If you’ve lost your W2 form then you can follow the below-given instructions to reissue it. Here’s how:

  1. Firstly, visit the Payroll Center and then select Employees.
  2. Now, click on the File Forms tab.
  3. Navigate to the View/Print form & W2s.
  4. Here, you need to enter your Payroll PIN, which you received with your payroll subscription.
  5. Once done, hit the OK tab.
  6. After this, go to the W2 page, and if you don’t see a list of employees, choose View/Print W2 forms for all years.
  7. In the list, tap on the employee’s name to open the W2 form you want to print.
  8. If the W-2 form is not opening, hold down and press Ctrl + Alt at the same time while clicking on the employee’s W2 form.
  9. If prompted, choose View Reprints.
  10. After selecting this, verify that the forms should have a REISSUED STATEMENT watermark or not then click on Continue.
  11. When Adobe Reader opens up the W-2 form, you need to print it on the correct perforated paper.
  12. To end the process, make sure to check on filling out the instructions form for your employees.

Why Can’t my Employees View Their W2s?

As an employer, you can email/print a copy of W2 forms to your employees. Here’s how:

  1. Progressing further, choose Taxes, located on the left menu, and move to the Payroll Tax tab.
  2. Next, click on the Annual Forms link located underneath the Forms section.
  3. Select an employee or All Employees under Annual Tax Forms.
  4. Thereafter, click W-2, Copies B, C & 2.
  5. Press the View button and download the previewed W2 forms.
  6. In the end, print or Email it to your employees.

When I am Able to View and Print my Employees W2s?

If your employer has invited you to QuickBooks Workforce and you’ve already set up your account then it’s so seamless to view and print your own W-2 forms. Let’s see how:

Get your W2s

From the W-2 menu, you can easily view your W-2 copies B, C, and 2. The latest W-2 form will be present under QuickBooks Workforce by January 31 and previous W-2s are only available up to the past 3 years.
To add security, you may require to verify your phone number and personal info before taking a look at your W-2s.

  1. Log in to
  2. Now, hover over the W-2 menu.
  3. Choose the W-2 copy that you want to view or download (and then print).
  4. You should receive your W-2 by mail in early February. If you haven’t received it by then, and can’t access it here, immediately contact your employer.
Go Paperless (if available)

If you don’t want to get a W-2 via mail, you may be able to opt out. This option isn’t available to everyone. It depends on the payroll service your employer is using. If you can go paperless, you have time till 3 January to change this option for your current year W-2. Check out the below stated steps to get a paperless W2 form.

  1. Navigate to the W-2 menu.
  2. From Ditch the snail mail! Get paperless W-2s, choose to Go paperless.
  3. Now, select your W-2 delivery option, then tap on Save.
  4. Review the W-2 delivery consent notice and click Save and accept.

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Find QuickBooks Online W2 Forms

For QuickBooks Online Payroll lets you access and print W-2 forms. You can perform several tasks related to W2s in QuickBooks Online, such as preparing W2s, distributing them to your employees, and filing them to the IRS that too before January 31 each year.

The QuickBooks Online Payroll subscription lets you perform automated electronic filing of W-2 forms. Thus, you don’t need to take the stress of mailing in or manually submitting your W-2s. However, you need to make sure at your end that all the filing requirements are fulfilled. Besides, you also need to make sure that the filing is done in compliance with the state payroll regulations.

Steps To Edit W2 In QuickBooks Online

For instance, if the user wants to update some information within the W-2 form in QuickBooks Online, then you will have the option to report the transit tax in Box 14. For this, you must implement the stepwise instructions illustrated below closely.

  1. To start the process, move to the Employee tab and then hit the Payroll Tax Forms and W-2s.
  2. After this, navigate to the Process Payroll Forms and proceed further.
  3. Thereon, tap on the Annual Form W-2/W-3 Wage and Tax Statement/Transmittal.
  4. You must include the correct year and then hit the OK button.
  5. Now, mark the employees that you wish to review and choose the Review/Edit option.
  6. Afterwards, hover your cursor over the Form W-2 link from the top of the form.
  7. Next, you must add the transit tax description and the amount within Box 14.
  8. At last, hit the Check For Errors button, and then you can file the W-2 form.

Instructions To Edit Your Company Details In W-2 Form

If you wish to include some company details in the W-2 Form in QuickBooks Online, then you must carry on with the following instructions.

  1. To commence with, hit the Gear icon and choose the highlighted Payroll Settings beneath the Your Company option.
  2. After this, from there, you can change the details and correct the information.

Alternatively, there is yet another way to edit your company details, which are as follows.

  1. Firstly, hit the Workers option from the left panel and move further.
  2. After that, choose the highlighted Employees tab.
  3. From there, you must go to the Employees List and pick the employee’s name.
  4. At last, hit the Pencil icon to make changes to the details.
Bottom Line!

Still, having issues when you reprint W2 forms in QuickBooks? Panicking is not a solution to tackle this printing error which typically occurs due to a missing, damaged or corrupted form from the employee’s end. Like other QB users, if you’ve also lost a printed copy of your W2 form and want to print it once again then feel free to get in touch with our QuickBooks-certified experts and get your tax form printed with just a few clicks.