Question

How do I edit this email template?

Forum|Forum|7 months ago
January 8, 2026
33 replies
287 views

QB Pro Plus 2024. I made some edits last month to my invoice and estimate templates, and out of the blue QB changed the Outlook email template it opens to send those. This is what my normal invoice email template used to look like.

It now looks like this:

This new email template isn't terrible, but that one line below the balance is. "Please pay this invoice on time" sounds pretty rude - like an implication that my customer hasn't paid past invoices on time. But I can't figure out how to revert to the old style email template, or modify this one. If I'm sending an individual invoice, I can take extra time to remove that line, but not when I'm sending a batch of invoices. Can someone tell me how to revert to the old template or modify this new one?

QuickBooks Desktop

J

JayAnne_C

QuickBooks Team

Hi @vtxchris, I understand that invoices should serve as a professional reminder, and I can see how the phrase might come across as a bit too direct for valued customers.

Recent updates to QuickBooks Desktop (QBDT) introduced automated phrasing in email communications, which cannot be removed through standard settings.

We encourage you to share your thoughts and suggestions with our Product Development Team by submitting feedback directly in QBDT. This helps our product engineers better understand how you’d like the program to function. Here's how:

Go to the Help menu.
Choose Send Feedback Online.
Select Product Suggestion to open the feedback window.
Type in your feedback or suggestion.
Click Send Feedback to submit your input.

Let us know if you have further questions by clicking the Reply button below. We're here to help.

V

vtxchrisAuthor

Thanks for the suggestion, JayAnne. Is there any way to switch back to my old email template, or am I pretty much stuck with this new one?

D

Dandie_A

QuickBooks Team

Hello there, vtxchris.

I can see how this change to the email template functionality may not align with what you're used to, and I'm happy to assist you.

With recent updates, QuickBooks Desktop has changed how email templates are structured and utilized. However, you can customize your email templates to suit your needs better.

Here's how you can either edit the existing email template or create a new one:

Go to the Edit menu and select Preferences.
Navigate to the Company Preferences tab under the Send Forms section.
Select the existing basic template you wish to Edit.
Alternatively, you can create a new template by clicking on Add Template.
After making your changes, click Save, and then OK to confirm.

If you have any other questions or need additional assistance, please don’t hesitate to reach out. We’re here to help.

J

JB7391

This new invoice email template is horrible. Please Pay Your Invoice On time.... what idiot would put that line on the email. The implication itself if rude. We have to take extra time to remove it each time we send an invoice, which in a busy office is time we don't have. Further more we cant remove it at all when sending batch invoices. Your customers should be allowed to CHOOSE which template they want to use. Another reason to add to the pro column of getting my company to move far away from QB all together.

W

windyl0u

How are you able to remove it??? I'm so frustrated with this update. Stating "your invoice is ready!' on PAST DUE invoices has led SEVERAL customers to think we are sending out NEW invoices and charging them twice. It's one thing for INTUIT to crap on it's own customers, but now they are affecting MY RELATIONSHIP with MY CUSTOMERS.

Z

ZackE_

Moderator

Thanks for getting involved with this thread, windyl0u.

I can certainly understand how an ability to remove or edit the phrasing used in invoice emails could be useful and have submitted a suggestion about it as of today.

You can also submit your own feature requests while using QuickBooks.

Here's how:

In the top menu bar, go to Help, then Send Feedback Online.
Choose Product Suggestion.
Enter your feedback suggestion.
Select Send Feedback.

Your feedback's definitely valuable to Intuit. It will be reviewed by our Product Development team and considered in future updates. You can stay up-to-date with the latest news about your product by reviewing our Product Updates webpage.

You also have the option of checking our QuickBooks Desktop Marketplace for apps which may be able to help you achieve what you're looking to do.

Please feel welcome to send a reply if there's any questions. Have a great Thursday!

E

excitingname

I FOUND A WAY TO GET RID OF THIS RUDE REDICULOUSNESS!!!

AND GO BACK TO HOW IT WAS.

Everyone please reshare this everywhere you see a post about this issue, we all know how detrimental it is for our businesses.

Go to EDIT>PREFERENCES>SEND FORMS

Under "My Preferences" tab, at the top right, check the box that says "Use "Plain Text" format for e-mailed invoices"

Press OK to save

Send yourself a test email. I did and my email is how I want it to be, with MY BUSINESSLIKE AND FRIENDLY WORDING! and attachment at the bottom LIKE BEFORE

There's nothing quite like having to apologize to your customers for your ACCOUNTING PROGRAM being aggressive and rude! So glad I found this fix because we all know Quickbooks will just ignore us. Yay me

S

Samwallis62

Unless you have a special workaround, this does not work to return my email to the previous format. It is in fact, plain text. I lose the pay here button which my clients use the bottom line is we shouldn’t be spending our time trying to figure a workaround for a terrible update from Intuit.

S

Samwallis62

So great now Intuit has removed the offending “Please pay this invoice on time” but we are still left with this disaster of an email to send out with our invoices not to mention. I seem to have two or three different formats that go out now depending on the time of day or the weather maybe I’m not sure occasionally this new disaster goes out. Sometimes my original template goes out. I don’t have a rhyme or reason for what goes out. I should have the option to choose my own email message to go with my invoices not this piece of junk that Intuit has pushed out to us. Here we are two months later we’re still dealing with this piece of garbage. I’m still being Forced to edit the bulk of my emails going out for invoicing each month increasing my time on task three times. We pay too much money for this service to have to jump through these hoops for no good reason. This was not an improvement. It did not help me. I don’t believe that it’s helping any of us and yet here we are still begging Intuit To fix this problem.

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erickson101011

I noticed yesterday that the 'Please pay this invoice on time' has been deleted.

I would still like to be able to edit my own email template. I don't like that the body of the message is centered. I wonder who the heck set up this stupid template.

L

Lyn_D

QuickBooks Team

Hi, @erickson101011. I understand the frustration of a recent update resetting your professional layout to a centered format. In QuickBooks Desktop (QBDT), editing an email template (like the one used for Invoices or Estimates) is done through the Preferences menu. It's somewhat hidden, so here's how to find it:

Go to the Edit menu and select Preferences.
On the left-hand sidebar, choose Send Forms, then go to the Company Preferences tab.
In the Email Templates section, select the type of form you want to edit (e.g., Invoices, Estimates, Statements) from the dropdown menu.
Click Edit to modify the existing template.
In the Subject/Body, you can change the text directly in the boxes. Use the Insert Field button to add dynamic text, such as the customer's name or invoice number.
Save these changes.

For more detailed steps, I have included this article for your reference: Create custom email templates in QuickBooks Desktop.

By following those steps in the Company Preferences, you’ll be able to get your professional wording back in place. If you need additional assistance, feel free to comment below. We're available to help 24/7.

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erickson101011

Did you even read my post?

I know how to edit a template in QBKS. READ MY POST AGAIN…pay attention to detail this time.

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