This guide covers: review draft W-2s and 1099s, export W-2 data for filing, employees download from the portal, and corrections (W-2c / 1099).
Review draft W-2s and 1099s
What it does: Lets you preview every employee's W-2 (and every contractor's 1099-NEC) before the forms are filed and distributed.
Where: Accountant dashboard → Reports → Annual Reports → W-2s, W-3, 1099-NECs.
Steps:
- Pick the Year in the report toolbar (defaults to the year you actually file).
- On the W-2s page, use View W-2 for to drill into one employee, or leave it on All Employees to scroll through every card.
- Each W-2 card shows: employer block (name, address, EIN) · employee block (name, address, SSN) · Boxes 1–8 · Box 12 codes · Box 13 checkboxes (Statutory employee · Retirement plan · Third-party sick pay) · Boxes 15–20 for each state and locality.
- Repeat on W-3 for the transmittal totals and on 1099-NEC / 1096 for contractors.
- Reconcile each total against the Year-to-Date report.
Who: Accountant or SMB owner.
Notes: The on-page math is what flows into the canonical form at filing time. Errors found here should be fixed on the underlying payroll items or the employee record — the form is regenerated from source on each render.
Export W-2 data for filing
What it does: Exports Form W-2 data for all employees across your clients as a ZIP you can import into Tax1099 for filing.
Where: Accountant dashboard → Tax Filings page.
Steps:
- Open the Tax Filings page.
- Scroll to the W-2 Bulk Export for Tax1099 section and click Show W-2 Export.
- Pick the Tax Year. The W-2 Export Preview lists each client and its total W-2 count.
- Click Download W-2 ZIP to save the export.
- For quarterly filings, the Bulk Export for Tax1099 section above works the same way — pick the year and quarter, then click Download CSV for Form 941 data.
Who: Accountant or SMB owner.
Notes: From the Create New Filing row you can also start a Form 941 (Quarterly) or Form 940 (Annual) filing. Each filing in the list below has a View action, and draft filings also show a Submit action.
Employees download from the portal
What it does: Lets each employee pull their own W-2 (and any 1099-NEC issued to them) from the employee portal.
Where: Employee portal → Tax Documents.
Steps:
- Sign in to the employee portal and click Tax Documents in the left nav.
- Pick the Year from the dropdown (defaults to last year).
- Each document shows: form name (e.g., "Form W-2 - Wage and Tax Statement") · tax year · generation date.
- Click Download to save the PDF.
Who: Employee.
Notes: A blue Tax Document Availability banner reminds employees that W-2s are typically available by January 31. The page lists important dates (January 31 — W-2 deadline; April 15 — federal filing deadline) and short explainers for Form W-2 and Form 1099-NEC.
Corrections (W-2c / 1099)
What it does: Logs a correction to a previously filed W-2 or 1099 — wrong wages, wrong SSN, wrong address — and builds the SSA EFW2C file for W-2c.
Where: Accountant dashboard → client sidebar → Tax Corrections (/clients/{clientId}/tax-corrections), titled Tax Corrections (W-2c / 1099).
Steps:
- Fix the underlying error first — update the employee record or amend the payroll item.
- Open Tax Corrections from the client sidebar.
- Click New correction. In the Log tax correction modal, first pick the Original filing (the previously-filed W-2 / 1099 you're correcting — this sets the form type and year), optionally pick the Employee, and choose a Reason (with optional Reason notes). When the selected filing is a W-2, a box-value editor appears: enter the originally-reported and corrected values for each affected box (e.g., Box 1: Wages, tips; Box 2: Federal income tax). Blank rows are dropped.
- Click Log correction. A Correction logged toast confirms it, and the correction appears in the list.
- Select one or more corrections and click Build batch to generate the SSA EFW2C file.
Who: Accountant or SMB owner.
Notes: Each correction carries both the originally-reported and corrected values — the SSA / IRS compute the diff. 1099 corrections via Pub 1220 are coming. Corrections after employees have filed personal returns mean those employees may need to amend (Form 1040-X).
Related: Year-end checklist · Tax & compliance reports.