Will QuickBooks automatically mail the W-4's to our employees?

Hello there, @mollyhxyzproperties.

I am here to guide you in letting your employees fill-up the W4 form. 

When you hire a new employee or if their tax status changes, it is necessary that you have them complete a W-4 and record the relevant information in QuickBooks.

QuickBooks will not send the form to your employee via email. Instead, you can print a blank W-4 form directly from your payroll product. 

Here is how:

1. Go to Taxes, then Payroll Tax.
2. In the Payroll Tax Center, select Filings.
3. Scroll down to the Filing Resources section, and select Employee setup.
4. Click W-4.
5. Select View, then print the form.

You can also invite your employee to enter their W-4 info. 

Then, input your employee's new or updated W-4 into your payroll software as soon as possible so that the Federal Income Tax will calculate following the W-4.

Follow the steps below:

1. Go to Payroll, then Employees.
2. Choose your employee.
3. From Tax withholding, select Edit.
4. In the Federal Withholding section, fill in the applicable info from your employee’s W-4. If they claim exemption on their W-4, in the Filing Status dropdown▼, choose Exempt.
5. Once done, click Save.

Check this article as your reference to enter W-4 in QuickBooks: Enter federal Form W-4 in QuickBooks Payroll.

I am also adding this guide to add a new employee to QuickBooks Payroll to avoid issues on their paychecks: Add your new employee to QuickBooks Payroll.

Post a reply below if you have additional concerns with managing payroll in QuickBooks Online. I will be around to take care of them.