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All About Emails in QuickBooks Online

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Sometimes I like to tackle big, broad topics like payments or reporting. Other times, it’s nice to focus on important but specific settings that we can help our customers with. Hence, this post! I’m going to talk all about emails in QuickBooks Online. 

And let’s face it, your email always needs to be relevant and up-to-date. If it wasn’t, I’d still be sporting in my adult life!

Starting with the basics, here’s how you can update your email that’s linked to your account.

Gear Icon.png

  1. Sign in to QuickBooks Online.
  2. Select your profile icon in the upper right-hand corner.
  3. Choose Manage your Intuit Account. This opens the Intuit Account Manager.
  4. Select the Sign in & security menu.
  5. Click the pencil in the User ID, Email Address, or Password section.
  6. Edit the information.
  7. When you're done, select Save.

It’s likely that your business email is not the email you want to show up on client forms. Thankfully, QuickBooks Online had two separate email fields in your settings: one for your company and one for customer-facing needs. Here are the steps to update both:

  1. Click the Gear icon.
  2. Under Your Company, click Account and Settings.
  3. In the Company tab, maximize the Contact info section.
  4. Update the Company email and the Customer-facing email.
  5. Click Save and then Done.

customer address.gif

QuickBooks Online and Google have gotten together to bring you an easy way to invoice your customers… and you don’t even need to leave your inbox! You can link your Gmail address to QuickBooks Online and then start creating from the comfort of your email tab. Let me show you how:

  1. Create an invoice or open an existing one.
  2. Fill out the fields and select Save and send to open the preview window.
  3. Above the customer’s email, select the From ▼ drop-down.
  4. Click on Add Gmail address, then Connect Google account.
  5. Enter your Gmail address in the sign-in window, then select Next
  6. Enter your Gmail password, then select Next.
  7. Select Allow. You're ready to send invoices.

Here’s a page of FAQs if your interest is piqued: QuickBooks Online invoicing in Gmail - FAQs.

One scenario that occasionally pops up is your account is linked to an email that you don’t have access to anymore. Although this isn’t frequent, I want to give you the steps so you can get your business up and running in no time.

If you still have the phone number, you can get back into your account within minutes:

  1. Go to our account recovery page.
  2. Enter the phone number or user ID for your account. Or, select Try something else and answer other questions about yourself. 
  3. Click Continue.
  4. Check your phone for a message from Intuit or QuickBooks. Enter the code we sent, or follow the instructions in the message. We may ask for a little more info to make sure it’s you.
  5. When prompted, reset your password and then you can change the email address if needed.

If both your phone number and email address are outdated, don’t you worry! You can send a request to our account protection team to recover your account. Here's what to do:

  1. Take a high-quality photo or scan of your driver's license, passport, or other government-issued ID. You can also use a notarized document with your name and address.
  2. Fill out the form at the bottom of this link with your info, and upload your ID or document.
  3. Within one business day, look for an email from with the approval status and next steps to update your information.

Note: Make sure your ID is a valid driver's license, passport, or other government-issued ID. Make sure your ID or notarized document is clear and legible, and of the account owner or primary admin user. To protect your privacy, do not include or show your Social Security number in any document you upload.

And now you’re all set! Managing your email is easy in QuickBooks Online. I hope this will take the guesswork out of any email situations that come your way.

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