As we approach year end, please see the information below that outlines the new fee structure for 1099 and W-2 forms printed and mailed by Intuit’s QuickBooks.
If you have any questions, or need assistance with any 1099 related-issues, please reach out to a member of Blue’s Client Accounting Services team, or contact us online at www.blueandco.com/contact.
Important Changes to Year‑End 1099 and W2 Tax Forms for 2024
Starting in January 2025 for tax season 2024, QuickBooks will no longer print and mail 1099 or W-2s as part of the subscription to QuickBooks Online Payroll or QuickBooks Contractor Payments.
What’s happening?
Year-end 1099 and W-2 tax forms will now cost $4 per form/employee to print and mail to vendors, contractors and employees. QuickBooks will continue to e-file on your behalf and send an electronic copy to recipients as part of your subscription.
What do QuickBooks Online users need to do?
When you’re ready to finalize your 1099s, simply choose how you’d like to deliver the forms to vendors and contractors. By default, QBO will electronically deliver 1099 forms to recipients for whom emails are in QBO when you e-file your 1099s. However, you will need to deliver physical copies to any recipients who have not given written consent to paperless 1099s by either choosing to download, print, and mail the forms yourself, or have QuickBooks print and mail for $4 per form.
To avoid the print and mail fee for W-2s, you must change your W-2 settings in QBO payroll before January 3, 2025. Then you will need to download, print, and mail the W-2s yourself or ask employees to consent to paperless W-2s in QuickBooks Workforce. If you do not change your settings, QBO will print and mail your W-2s to your employees for the new $4 per employee price.
Not Sure How to Sign Up for Paperless?
For Vendors:
- Go to Contractors, then select “Contractors (Take me there)”
- Select “Add a Contractor”.
- Enter your contractor’s name and email address. If you want the contractor to fill out their own info, select the “Email this Contractor” checkbox.
- Select “Add Contractor”.
For Employees:
To invite employees to QuickBooks Workforce, you can do the following:
- Go to Payroll and select “Employees”
- Select the employee to invite
- Select “Actions”
- Select “Invite to Workforce”
- Enter the employee’s email address
- Check the box to invite the employee to view their pay slips online
- Select “Save and Invite”
Once invited, the employee will receive an email with instructions on how to set up their Workforce account. They can then use their account to:
- Add their personal information
- View their pay stubs and W-2s
- Opt out of receiving a mailed copy of their W-2
You can check the status of an employee’s setup by going to Payroll, then Employees.
You can also invite contractors to QuickBooks Workforce by selecting “Add a Contractor,” entering their name and email, and selecting “Add Contractor”.
For additional assistance, please reach out to a member of Blue’s Client Accounting Services team.
