W2 Mate
Corporate tax software
Accounting & finance software
- Features
- Ease of use
- Ease of management
- Quality of support
- Affordability
- Market presence
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$89 one-time
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Free version
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What is W2 Mate
W2 Mate is a desktop payroll tax forms application used to prepare, print, and electronically file U.S. wage and information returns such as Forms W-2, W-3, 1099, and related transmittals. It targets small businesses, payroll administrators, and accounting professionals who need year-end and periodic form compliance without adopting a full payroll platform. The product focuses on form creation, recipient copies, and e-filing workflows, with options for importing payer/payee data and producing SSA/IRS-compliant electronic files.
Broad W-2/1099 form coverage
W2 Mate supports common wage and information return workflows, including W-2/W-3 and multiple 1099 series forms with associated transmittals. This makes it suitable for organizations that need to handle both employee wage reporting and contractor/vendor reporting in one tool. The focus on forms and filing differentiates it from general accounting systems that treat these outputs as secondary reports.
E-file and print workflows
The product is designed around producing recipient copies and filing outputs, including electronic file creation and e-filing submission workflows. This can reduce manual formatting work compared with filling forms by hand or using generic PDF tools. It is particularly useful for year-end processing where batch printing and standardized outputs matter.
Data import and batch processing
W2 Mate provides mechanisms to import payer/payee data and process multiple recipients in a batch, which can streamline preparation for businesses with many employees or contractors. Batch-oriented workflows help reduce repetitive entry compared with preparing each form individually. This aligns with the needs of accounting offices that manage filings for multiple clients.
Not a full payroll system
W2 Mate focuses on tax form preparation and filing rather than end-to-end payroll processing (timekeeping, payroll runs, benefits, and payroll tax deposits). Organizations seeking an integrated payroll and accounting workflow may still need separate systems. This can introduce additional reconciliation and data transfer steps.
Desktop-centric deployment model
As a desktop application, it may not provide the same multi-user collaboration, browser access, and centralized administration typically found in cloud tax compliance platforms. Teams working across locations may need additional processes for sharing files and controlling versions. IT management (installations, updates, backups) can also be more hands-on than SaaS tools.
Limited broader tax automation
The product is specialized for wage and information returns and does not cover broader corporate tax compliance areas such as sales tax, VAT, or multi-entity income tax workflows. Companies with complex compliance requirements may need additional software for other tax domains. Integration depth with accounting/ERP systems may be more limited than platforms built for enterprise automation.
Plan & Pricing
| Plan / Item | Price | Key features & notes |
|---|---|---|
| W2 Mate® (PC Download) — Base (Tax Year 2025) | $89 (one-time) | Core desktop W2 / 1099 preparation software (W-2, 1099-NEC, 1099-MISC, W-3, 1096). Unlimited recipients/payers. Does NOT include Copy A/W3 on white paper printing, networking, import, e-file or PDF support (those are optional paid add-ons). |
| W2 Mate Option #1 — Print W2 Copy A & W3 on blank paper | $30 (one-time) | Adds ability to print government-approved substitutes for W-2 Copy A and W-3 on plain white paper. Requires W2 Mate for same tax year. |
| W2 Mate Option #2 — Network (share data across machines) | $165 (up to 5 users); $240 (10 users); $325 (15 users); $425 (20 users) | Enables multi-user/network use. Prices are tiered by maximum concurrent users. Requires W2 Mate for same tax year. |
| W2 Mate Option #3 — Import W2 / 1099 Data | $55 (one-time) | Enables import from CSV/Excel and integrations/import wizards for QuickBooks Desktop, Sage, Microsoft Dynamics, etc. Requires W2 Mate for same tax year. |
| W2 Mate Option #4 — Electronic Filing (W-2 only) | $149 (one-time) | Creates SSA-compatible W-2 electronic filing submissions for upload to SSA BSO. W2 Mate does not file on user's behalf; user must upload. Requires W2 Mate for same tax year. |
| W2 Mate Option #4 — Electronic Filing (1099 — IRS FIRE only) | $149 (one-time) | Creates IRS FIRE-compatible 1099 electronic filing submissions for upload to FIRE (does not support IRIS). User must have FIRE/TCC and upload files themselves. Requires W2 Mate for same tax year. |
| W2 Mate IRIS Export Feature (1099 — IRIS CSV) | $149 (one-time) | Generates IRIS-compatible CSV files for upload to the IRS IRIS portal. Requires appropriate IRIS TCC and user upload. Requires W2 Mate for same tax year. |
| W2 Mate Option #5 — Additional 1099 Forms (adds many 1099/1098 types) | $35 (one-time) | Adds support for 1099-INT, 1099-DIV, 1099-R, 1099-S, 1098-T, 1098, 1099-A, 1099-B, 1099-C, 1099-K, 1099-PATR, 1099-OID. Requires W2 Mate for same tax year. |
| W2 Mate Option #6 — Create PDF W2s & 1099s (password-protected PDFs) | $45 (500 PDFs); $85 (1,000); $115 (1,500); $145 (2,000); $195 (5,000); $315 (10,000); $395 (20,000) | Pay-per-bundle pricing for number of PDF files generated. W2 Mate counts each generated PDF; generating twice counts twice. Requires W2 Mate for same tax year. |
| Additional related products (listed for context) | See vendor site | Payroll Mate® and W2Correction Mate® available separately; each has separate pricing and optional features. |
Notes: All prices and tax-year selections are shown on the vendor's secure online store. Many features (networking, e-file, PDF generation, additional forms, import) are optional add-ons with separate one-time fees. The product is sold as a desktop (Windows) license per tax year.
