File Your State W-2s with QuickBooks Desktop Payroll Enhanced

by James Antonio

Have you processed your W-2 forms yet? Before doing so, you must know that you need to do it only if you are using any of the following payroll products:

  • QuickBooks Online Premium
  • QuickBooks Online Elite
  • QuickBooks Online Core
  • Intuit or QuickBooks Full Service Payroll
  • QuickBooks Desktop Assisted Payroll

What is Filing W-2 with QuickBooks all about?

Based on your state, you can prepare your W-2 and upload it or you can also file them online with the help of QuickBooks Payroll Enhanced.

In such tax forms, the amount of taxes is displayed which is held back from your paycheck every year and is used to file your state taxes.

Why filing W-2 in QuickBooks is important?

Preparing and filing W-2 is a crucial aspect of your payroll management. Based on your payroll service, you can either file and send your W-2s to your specific employees and IRS or you can print the W-2s and then send them to the employees.

How to file W-2 with QuickBooks Payroll Enhanced?

Step 1: Choose Employees > Payroll Tax Forms & W-2s > create State W-2 E-file
Step 2: Press Continue twice and choose your state
Step 3: Choose Get QuickBooks Data and click OK
Step 4: Choose Add-Ins tab and find the particular QuickBooks Payroll State W-2 dropdown and select Start Interview
Step 5: Click the box that says, I understand that I must review my data. Choose Next
Step 6: Select the W-2 file and choose OK and click Yes to save the Excel for your records.
Visit your State Agency
Upload the W-2 of your state.

What is the Difference Between W2 and W3?

W2- It includes employee wages and salaries of local agencies.

W3- It is also called as W3 transmittal summary form and is necessary when you file W2 via mail.

Which one do you need: 4-part or 6-part?

It depends on the state filing requirements to determine whether you need 6-part or 4-part.

Is it Possible to Print my Specific W2 on IRS free PDF W2 forms?

No. It is not possible. The IRS is crystal clear in the filing instructions of W-2 forms. Hence, before you try to print it for free, read the guidelines again.

Features of Dancing Numbers for QuickBooks Desktop





How Dancing Numbers Will Help You


Dancing Numbers is SaaS-based software that can easily be integrated with your QuickBooks account. You can import, export, and delete lists or transactions from your company file. Using Dancing Numbers you can simplify and automate the process, saving time and increasing productivity. Just fill in a few fields and apply the relevant features to complete the task.

It saves your time and money that you can invest in your business. It has no human errors, works automatically, provides a user-friendly interface (easy to use and learn), and more. You can also have access to the comprehensive features set if you use it to import, export, and delete services.

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Receive Payment
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Journal Entry
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items


Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Devices Supported

  • Windows


  • On Premise

Language Support

  • English

Pricing Model

  • Annual Subscription

Customer Types

  • Small Business
  • Medium Business



Importer, Exporter & Deleter

*See our Pricing for up to 3 Company Files

$199/- Per Year

Pricing includes coverage for users
  • Services Include:
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Accountant Basic

*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
  • Services Include:
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  • Upto 10 companies


Accountant Pro

*See our Pricing for up to 20 Company Files.

$899/- Per Year

Pricing includes coverage for users
  • Services Include:
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  • Unlimited Users
  • Unlimited Records
  • Up to 20 companies


Accountant Premium

*See our Pricing for up to 50 Company Files.

$1999/- Per Year

Pricing includes coverage for users
  • Services Include:
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  • Unlimited Users
  • Unlimited Records
  • Up to 50 companies

Frequently Asked Questions

How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.

How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.

How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.

How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.

Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.

What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.

How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.

How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.

Get Support

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