LedgerBox

Convert W-2 forms to Excel or CSV

Upload a W-2, digital or scanned, and download a clean spreadsheet row: employer, employee, and every wage and withholding box, each labeled with its statutory number.

Convert a W-2 See pricing
14
Boxes extracted per form
Last 4
Only, of any SSN
±0.5%
Withholding check tolerance

What comes back · sample

Schema v1

Tax year
2025
Employer
Acme Manufacturing
Employer EIN
12-3456789
Employee
Ada Lovelace
SSN last 4
••6789
Box 1 wages
$79,900.00
Box 2 federal tax
$9,870.00
Box 3 SS wages
$85,400.00
Box 4 SS tax
$5,294.80
Box 5 Medicare wages
$85,400.00
Box 6 Medicare tax
$1,238.30
Box 15 state
OR
Box 16 state wages
$79,900.00
Box 17 state tax
$6,392.00

Box 4 checked against box 3

Summary CSV

Field names are the LedgerBox extraction schema for W-2 forms, version 1. Sample values are illustrative.

How to convert a W-2

  1. Upload the W-2

    PDF, scan, or photo. A file that carries several copies of the same form (Copy B, Copy C, Copy 2) reads as one W-2, and a single drop takes up to 20 files.

  2. We extract every box

    Employer and EIN from the header block, wages and withholding from boxes 1 through 6, and the state block from boxes 15 through 17. Box 4 is checked against 6.2% of box 3, and only the last four digits of the SSN are ever read.

  3. Download the summary CSV

    One row per form with columns in box order, ready for Excel or Google Sheets. A stack of W-2s becomes one table, one form per row.

W-2 anatomy

A sample W-2, and how LedgerBox processes each part during extraction and verification.

Boxes keep their statutory numbers

Wages land as box 1, federal withholding as box 2, and so on through the state block in boxes 15 to 17. A preparer can check the export against the form without a mapping key.

Box 1 and box 3 can legitimately differ

Retirement deferrals reduce box 1 wages but not social security wages, so the two boxes disagree on many correct forms. Each box is extracted as printed, never copied from another.

Withholding is checked, not assumed

Box 4 is compared against 6.2% of box 3, within half a percent. A mismatch flags the form for review rather than rejecting it, because the wage base cap and corrected forms are real.

Only the last four of the SSN

The extraction schema requests just the last four digits of the Social Security number, the same way bank statements carry the last four of an account number. A full SSN has no field to land in, so it never enters extracted data or exports. The employer EIN, a business identifier, stays complete.

W-2 conversion FAQ

How do I convert a W-2 PDF to Excel or CSV?

Create a free LedgerBox account, upload the form, and download the summary CSV. The free trial includes enough pages to try a stack of W-2s, and no credit card is required.

Which boxes are extracted from a W-2?

Fourteen fields: tax year, employer name and EIN, employee name, the last four of the SSN, boxes 1 through 6 for wages and federal, social security, and Medicare withholding, and boxes 15 through 17 for the state amounts.

Does it work with scanned or photographed W-2s?

Yes. OCR-backed extraction reads image-based PDFs, scans, and photos the same way as digital files, and flags any box it cannot read with confidence instead of guessing.

What happens to the Social Security number?

Only the last four digits are extracted, and the extraction schema itself enforces that rather than a cleanup step afterward. The full number never enters LedgerBox data, exports, or storage.

Can I convert a batch of W-2s at once?

Yes. A single drop takes up to 20 files, and each form becomes one row in the summary CSV, so an engagement's worth of W-2s lands as a single clean table.

Is my W-2 data secure?

Documents are encrypted in transit and at rest, processed in isolated storage, and never used to train models. You can delete uploaded documents at any time and they are permanently removed.

Ready to convert your W-2s?

Upload a form and download a clean summary row in seconds. No card required.

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