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Community Contributor **

Emails from Quickbooks 2019 Pro

We are currently using Quickbooks Pro 2013, and we have little reason to upgrade. However, I'm looking at 2019 because our accountant suggested we consider an upgrade. One question I have is regarding this, on the "features" page for Quickbooks Pro 2019:

 

  • E-mail Estimates, Invoices and other forms with Microsoft Outlook 2010-2016, Microsoft Outlook with Office 365, Gmail™, and Outlook.com®, other SMTP-supporting e-mail clients. Integration with QuickBooks POS 18.0

We currently email estimates, invoices, and POs to our clients and vendors. We DON'T use a local mail program for this. We use the built-in mailer in Quickbooks Pro 2013 using the "Send Forms" menu item, or the email button in an estimate, invoice or PO, which sends the mail to our SMTP server. I'm a little confused by this description, because it seems to imply that Quickbooks Pro is no longer the email client being used for sending, and instead relies on a third party email program to actually send it. 

 

Can we, or can we not send emails from within Quickbooks, without the use of a mail client such as Outlook or Gmail?

 

Thanks!

21 Comments
Established Community Backer ***

Re: Emails from Quickbooks 2019 Pro

For QB desktop you are correct - QB creates the message content then hands that to a Outlook for delivery .  QBO does even less - it just generates a pdf that you can send by attachment

Community Contributor **

Re: Emails from Quickbooks 2019 Pro

Wow, seriously? When did they drop that capability? Because I rely on that daily, and have no intention of running an email client on my laptop.

 

This could actually be the end of the road for our company and Quickbooks after 18 years. It's a dealbreaker. 

QuickBooks Team

Re: Emails from Quickbooks 2019 Pro

Glad to see you here in the Community, friolator.

I'm here to provide you a little information about sending emails via the QuickBooks Desktop.

 

With QuickBooks Desktop 2019, you have the capability to set up your email service to send estimates, invoices, and other forms since QuickBooks Email Service isn't currently available.

 

How to set up Secure Webmail:

 

  1. From the QuickBooks Edit menu, choose Preferences, then select Send Forms.
  2. Select Web Mail, then Add.
  3. Choose your provider from the drop-down and enter your email address.
  4. Ensure that the Use Enhanced Security checkbox is checked, then select OK.
  5. (Note: You can uncheck the box for Use Enhanced Security if you receive the error message: Network Error. Please try again.)
  6. When prompted, sign in to your Intuit account. The username or email address you use here may not necessarily be the same as the one you are connecting to your QuickBooks.
  7. Your webmail provider's login page will display. Sign in and choose to grant Intuit access.

If you'd like to go through this over the phone, you can call our dedicated team who will be happy to assist you. Our contact details can be found here along with our opening hours:

 

  1. Go to: https://help.quickbooks.intuit.com/en_US/contact.
  2. Choose your QuickBooks Product.
  3. Select your QuickBooks version.
  4. On the Contact Us page, click a topic.
  5. Click on the Get Phone Number button to see the support number.

Also, regarding with QuickBooks Email Service discontinuation, I can definitely see how this feature would be useful. I can pass along any feedback you have to the appropriate channels so you're able to reach a point of resolution as quickly as possible.

 

You may find this article helpful: How do I set up my email service in QuickBooks Desktop?

 

Should you have any other concerns, please don't hesitate to leave a reply below. Have a good one.

Community Contributor **

Re: Emails from Quickbooks 2019 Pro


I'm here to provide you a little information about sending emails via the QuickBooks Desktop.

 


Well, this doesn't help me. You're referring to web mail providers like gmail, which I keep saying we DO NOT want to use. 

 

We run our own SMTP server. We don't use any of these providers. Currently we're sending mail through that SMTP server from Quickbooks Pro 2013 over SSL. The page you linked to implies that we can now only send "regular" and not secure email? Does that mean we can't use SSL with our own mail server? And it also seems to imply that the emails are handed off to another mailing application (desktop or webmail).

 

FWIW, that page you linked to is broken. I can't view the "regular webmail" settings on my mac, with either Safari or the latest version of Chrome. The stupid animations in your HTML briefly flash a table when i expand the link but then it disappears. 

 

I just have to say - this is a simple question with what should be a simple answer. I spent 20 minutes in an online chat with support last night and didn't get any clarification there.

 

I'll ask again: Can I use my own email server with Quickbooks to send emails to clients direct from QB Pro 2019 Desktop, WITHOUT having to connect to an external mail application (whether that's webmail or a desktop application)?

Community Contributor **

Re: Emails from Quickbooks 2019 Pro

So I am now getting different answers from everybody. Intuit needs to get their act together and be clearer about this. Online chat says they don't know. Forum says no, I can't do what I want. Phone call to support says yes I can, but I honestly don't believe the person I spoke to on the phone understood what I asked, because she also told me the difference between 2013 and 2018 is "the version" -- whatever that means. 

 

Is it possible to get a straight yes or no answer to this question from an official at Intuit:

 

Can I compose and send emails from WITHIN Quickbooks Pro 2019 Desktop that are sent through my company SMTP server without the use of a webmail or desktop mail client?

 

I would appreciate an answer from someone who actually knows, rather than boilerplate how-to instructions based on key words in my post. I don't even have the application yet. I just want to know if it's possible. 

 

Thanks

QuickBooks Team

Re: Emails from Quickbooks 2019 Pro

Hello there, @friolator.

 

Thanks for trusting this concern here in the Community space. I have some information to add about sending emails from within QuickBooks Pro 2019 using your company SMTP server.

 

With this specific information you have provided, "We use the built-in mailer in Quickbooks Pro 2013 using the "Send Forms" menu item, or the email button in an estimate, invoice or PO, which sends the mail to our SMTP server.", rest assured that this can also be possible with the upgraded version 2019.

 

Please use the same set up made with QuicKBooks Pro 2013, or I suggest working this out with your best IT personnel. They'll be able to check the windows permission and perform configuration after QuickBooks Pro 2019 installation.

 

If you use a different email provider, you can ask your service provider to have its server and port information. It is highly recommended to verify this information with your ISP before setting up in QuickBooks Desktop.

 

Please know that this isn't the kind of service we want you to experience and we always value your thoughts when posting any concern about our products. I appreciate your patience while dealing with this matter.

 

This information should provide information about sending email using your company server. Let me know how things go and if you have other questions about QuickBooks. I'm always here to answer. Have a great rest of the week, friolator.

Community Contributor **

Re: Emails from Quickbooks 2019 Pro

Thank you!

Established Community Backer ***

Re: Emails from Quickbooks 2019 Pro

The Web Mail Setting = using SMTP. That is the Setting.

 

This is part of your problem: "We are currently using Quickbooks Pro 2013, and we have little reason to upgrade."

 

Yes, you do. First, QB 2013 is 6 years behind current, so your data file structure no longer meets current layout. Plus, you are behind on the security updates across all computer functions. Next, QB 2013 is not compatible with W10. Lastly, it reached end of life in May 2016. That's when it Stopped accessing online banking, sending email, using payroll, etc. All external functions are discontinued for it.

 

"However, I'm looking at 2019 because our accountant suggested we consider an upgrade."

 

It's your Precious data. Of Course, you should update, and Intuit has a 3-year support lifecycle.

 

"I'm a little confused by this description"

 

It hasn't changed. You have these options: Outlook, Thunderbird, QB Mail (discontinued through Intuit) or any SMTP server path name.

Active Member

Re: Emails from Quickbooks 2019 Pro

I am using 2018 desktop pro.  I have gotten the mail to "work, it will send using Outlook 2019 but it will not put a copy in my sent mail.  It does not appear that it resolves in with QB 2019

Active Member

Re: Emails from Quickbooks 2019 Pro

I am using QB18 Desktop pro and Windows Office 2019.  Using Outlook I am able to send the mail to my clients but there is no copy put in my sent mail.  Is there a fix for this? I need to know what I has been sent.  My work around is to send it to myself but would like it to operate properly.

QuickBooks Team

Re: Emails from Quickbooks 2019 Pro

Hello there, walldes.

 

I appreciate you for joining this thread here in the QuickBooks Community. Allow me to lend a hand with your concern about using Outlook 2019 for QuickBooks Desktop 2018.

 

Right now, the supported Outlook versions for emailing forms are 2010-2016 only. Microsoft Outlook 2019 may work, but is not yet fully supported by the QuickBooks program.

 

For more information about the system requirements, I'm adding the article I recommend below:

 

System requirements for QuickBooks 2018 and Enterprise Solutions 18.0.

 

I'm always available here anytime you have additional questions with emailing through QuickBooks. You can reach out to me by posting a response.

Established Member

Re: Emails from Quickbooks 2019 Pro

I have entered my email in the Preferences, selected Web Mail / Outlook, entered my email password, and QB2019 shows my name & some combination of about 12 letters/[email address removed].  That is not my email address.  Further, when i send a test invioce that junk email adrress is on the "From" line.  No one is going to open my invoices when they look like a virus.  I am running the program on two Surface Pros.  The older machine has the option to select Outlook separate from Web Mail. This new machine does not.  Same app.  And the difference is that i cannot send invoices without looking like spam.  What is up?

Thanks,

Bruce

QuickBooks Team

Re: Emails from Quickbooks 2019 Pro

Hi there, @brucebruce,

 

Thanks for joining the conversation. Allow me to chime in and help you with setting up your email service in QuickBooks Desktop.

 

Since the customer facing email is showing incorrectly when sending your forms, let's check your company settings and see if the correct email is set up. Follow the steps below:

  1. Click the Company menu.
  2. Choose My Company.
  3. Click the pencil icon found on the Company Information section.
  4. Select the Contact Information menu.
  5. Add the correct email on the E-mail field.

Once done, try sending the email again and see if the right email shows up. If not, let's delete and recreate your email profile again in the Preferences to make sure you can send the forms this time. To add the email, follow these steps:

  1. Click the Edit menu.
  2. Choose Preferences.
  3. Select Send Forms.
  4. In the My Preferences tab, click the Add button.
  5. Choose Web mail.
  6. Enter your Email ID and Email Provider.
  7. Mark the Use Enhanced Security tick box, then click OK.
  8. Sign in to your Intuit account.
  9. Your Web mail provider's login page will display. Sign in and grant Intuit access.

Here's an article with the complete steps on how to set up your email service in QuickBooks Desktop.

 

That should rectify the issue with sending your transactions and forms. Should you need further help, please let me know by clicking the Reply button below. I'm here to lend you a hand. Have a great day!

Established Member

Re: Emails from Quickbooks 2019 Pro

Thanks, but this is not the solution.

The email in the My Company is correct.  I've deleted and added the correct email several times.  Still comes back looking like a virus email address.

I have two Surface PCs running the same QB app.  The older one has the option to select Outlook separate from Web Mail.  The new PC only offers Outlook within Web Mail.  Same app, same year, both Surfaces.  Why the difference?

Thanks

QuickBooks Team

Re: Emails from Quickbooks 2019 Pro

Hi there, @brucebruce.

 

I appreciate the clarification you've given. I'd like to share some more troubleshooting steps to get this email issue sorted out.

 

When Outlook isn't showing as an option on your email preference in QuickBooks Desktop, this may be caused by any of the following:

  • You are using an older Click-to-Run (CTR) version of Microsoft Office, such as 2010.Microsoft Office CTR is a way of delivering and updating Microsoft Office to broadband customers using Microsoft virtualizing and streaming technologies. 
  • Your profile is not set up in Microsoft Outlook.
  • Outlook is not the default email program.
  • Outlook is not selected as the preferred email program in Internet Explorer.
  • Your QuickBooks is hosted on the Cloud and your service provider does not have Office installed as a hosted application.

To fix this, you'll need to make sure that your QuickBooks is updated to the latest release.  Once done, make sure that your Outlook version is supported and verify if it's compatible with your QuickBooks Desktop.

 

For more details about this process, please check out this article: Outlook is missing in QuickBooks Desktop Send Forms preferences.


However, if the issue persists after trying these steps, I'd suggest repairing your Outlook and your QuickBooks. You can do that by following the steps found in this article: Fix QuickBooks Desktop.

 

In case you need further assistance with this process, feel free to reach out to our Customer Care Team. You can contact them through the details found in this link: Contact the QuickBooks Desktop Customer Support Team.

 

This should help you select Outlook separate from WebMail in QuickBooks Desktop.

 

You've got me here in the Community should you need anything else. I'll be around to help. Have a good one!

Community Contributor *

Re: Emails from Quickbooks 2019 Pro

In my 2019 Desktop pro I can send email Estimates and Invoices but if I'm in the Customer profile I can not send emails at all it tells me that my email program is not supported.  I have tried support but they have no answer for this.  It started back when I went from 2017 to 2018 and I've called at least 3 times trying to get a fix with no help so far.

Moderator

Re: Emails from Quickbooks 2019 Pro

Hello there, @goyetteroy.

 

Thank you for joining us in this thread. Allow me to help share some insight about emailing your estimates and invoices, and get this taken care of today.

 

To make sure I'm on the same page, may I ask how you tried sending the estimates and invoices in the customer's profile? Also, can you confirm how you emailed them successfully in QuickBooks?

 

Since you get an alert that your email program is not supported, I recommend checking the email preferences in your QuickBooks. Before doing so, please make sure your QuickBooks is updated to the latest release. Then, you may use this article to verify the settings: Set up email service with QuickBooks Desktop.

 

For now, please refer to the steps below on how to email transactions in the Customer's Information section. 

  1. From the Customers menu, choose Customer Center
  2. Select the name of the customer.
  3. Click the Transactions tab.
  4. Double-click the transaction you wish to email.
  5. Click the Email drop-down, then select Estimate or Invoice.
  6. Click Send Now.

That's it. Let me know how it goes or if you have any additional questions when emailing transactions. I'll be happy to help you out. 

Active Member

Re: Emails from Quickbooks 2019 Pro

I am having the opposite issue.  I just upgraded to QB Pro 2019 and no longer have the option to send through Outlook.  When I go to Edit/Preferences/SendForms I do not have an option for Outlook.  How can I fix that?

QuickBooks Team

Re: Emails from Quickbooks 2019 Pro

Thank you for reaching out and joining this conversation, @APS-9074.

 

Helping you with the option to send through Outlook is my priority. Let's work together fixing and configuring your preferences!

 

Unable to see the Outlook option when sending forms in QuickBooks Desktop is caused by either the following reasons:

  • You're using the outdated Click-to-Run (CTR) version of Microsoft Office.
  • Your profile is not set up in Microsoft Outlook.
  • Outlook is not the default email program.
  • Outlook isn't the preferred email program in Internet Explorer.
  • Your QuickBooks is hosted on the Cloud and your service provider does not have Office installed as a hosted application.

We have to try some recommended troubleshooting steps with your Microsoft application. Just as a reminder, these steps might be too technical and, you can ask the assistance of an IT professional if you're uncomfortable doing them.

 

1. Let's ensure that you're update to the latest release of QuickBooks Desktop.
2. Let's verify if your Outlook is compatible with the version of your QuickBooks Desktop.

3, Make sure that the QuickBooks default email program is Outlook.

4. Set Outlook as the default email program in Internet Explorer.

5. Edit the Mail Profile settings in Windows.
6. Change the WIN.INI file in Windows.
7. Run the Detect and Repair tool in Outlook.
8. Uninstall and reinstall Office and your QuickBooks.

 

For in-depth information and detailed instructions, you can refer to the Outlook is missing in QuickBooks Desktop Send Forms preferences article.

 

Please give these steps a try and keep me posted how on the results by leaving a comment in this thread, @APS-9074. I'll be keeping an eye out for your response and look forward to getting to the bottom of this. Take care and have a good one.

Active Member

Re: Emails from Quickbooks 2019 Pro

I wouldn't bother upgrading personally. The program crashes when sending emails even using gmail. I'm HOURS into fixing this by uninstalling/reinstalling/renaming files/etc  (on top of the upgrading, trying online, switching back to desktop hassle which took about 30 hours total) and getting nowhere with the advice given. 

I used an old program (like-super old .I want to say 2008) for years and it was fine. 

If anyone can help me, please do! I probably have about 3:1 ration of hassleSmiley Tongueroductivity atm

QuickBooks Team

Re: Emails from Quickbooks 2019 Pro

QuickBooks Desktop 2008 version is no longer supported and will not receive any updates, snorrie.

 

Since the troubleshooting steps didn't work, I'd recommend reaching out to our Phone Support Team. We can provide further options aside from upgrading the software. 

 

Here's how you can reach out to us: 

  1. Click Help located at the top.
  2. Choose QuickBooks Desktop Help.
  3. Enter a brief description of your issue and click Continue.
  4. You can choose Message an Agent or Talk to a Specialist.

Feel free to visit us if you have any other questions. Thanks.