Your state W-2s are automatically sent to the state when your federal W-2s are filed if you use a separate QuickBooks or Intuit payroll service.

If you’re in any of the states listed here: 
















Rhode Island




South Carolina



New Mexico


District of Columbia


North Carolina

West Virginia



Step 1: Create your W-2s to send to your state:

  • Create the file you’ll submit to the state by following these measures.
  • Employees, Payroll Tax Forms & W-2s, and State W-2 E-file are the options.
  • Continue should be selected twice.
  • Select Get QuickBooks Data from the dropdown menu after selecting your state.
  • Choose OK. If necessary, correct any errors or add the missing information.
  • Choose Start Interview from the QuickBooks Payroll State W-2 dropdown on the Add-Ins tab.
  • Select the checkbox. I am aware that I must review my information and respond to the following questions. Then choose Next.
  • Make a mental note of the file’s name and location. Next should be selected.
  • Answer the interview questions and double-check any auto-populated details.
  • Continue pressing Next until you hit the End of Interview screen.
  • Select OK after selecting Create W-2 File.
  • To save the Excel workbook for your documents, choose Yes.

Step 2: Go to the website of your state department: Go to the website of your state department in a web browser.

Please note that if you live in Hawaii, you must submit your W-2s to the department.

Step 3: Upload your W-2s from each territory: Follow the directions on your state agency’s website to upload your file. Make sure your W-2 file complies with any state-specific file specifications.

If you live in one of the following states: Georgia, Illinois, Indiana, Montana, North Dakota, Utah, Virginia, or Wisconsin,

QuickBooks allows you to register your W-2s electronically.

  • Open the QuickBooks Desktop software.
  • Employees, Payroll Tax Forms & W-2s, and Process Payroll Forms are the options.
  • Pick your state worksheet from the File Forms section.
  • Examine the Select Filing Period year and make any necessary changes.
  • Choose OK.
  • Until e-filing, fill out the W-2 worksheet and select Check for errors to ensure everything is correct.
  • Select E-file when you’re finished.
  • Please include your email address as well as a phone number where you can be reached.
  • Choose Submit.

If you live in the state of New Jersey: To file your state W-2s, follow the instructions given by the State of New Jersey.

If you live in California, Iowa, or New York, you don’t need to file a separate W-2 for each state. It’s part of your federal W-2 file.

If you live in one of the following states: Alaska, Florida, Nevada, New Hampshire, South Dakota, Tennessee, Texas, Washington, or Wyoming,

Since your state does not have a state withholding tax, you do not need to file any state W-2s.

How to create your W-2 forms: 

  • Go to Payroll Tax Forms and W-2s, then Employees.
  • Select Process Payroll Forms from the drop-down menu.
  • Select Annual Form W-2/W-3 – Wage and Tax Statement/Transmittal from the File Forms section and click Create Form.
  • Use the scroll bar to scroll down the list to find the type.
  • If the form does not appear in the list, it may be inactive.
  • Choose to Make a New Form Active from the Forms drop-down arrow to trigger the form. Choose Federal from the State drop-down arrow. Add Form after selecting the W-2 form. In the File Forms section, you should now be able to locate and choose the W-2 format.

How to submit your W-2s:

  • To file by batch, go to the Process W-2s page and pick All Employees or Employee’s Last Name (choose From and To).
  • In the Select Filing Period portion, select the year of the form you’re filing and click OK.
  • Pick the employees you’re filing for in the Select Employees for Form W-2/W-3 window. You may also choose Mark All to pick all of the employees on the screen.
  • Select E-File Federal Forms from the drop-down menu.
  • On the login page, enter your company’s phone number and email address. We use your email address to inform you when the agency has approved your request.
  • Submit the form.


In conclusion, QuickBooks Desktop software helps you with almost everything related to the finances of a particular organisation. In this specific blog, you will know more about creating W2s that will help you pay the taxes on time. I hope that this blog helped you and was worth a read.

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