How do add "pre-filled" invoice number on the email's subject line?

Hello Poy,

Here are the steps to add in the invoice number by default when emailing invoices:

1. Select the Gear icon in the top-right corner
2. Select Custom Form Styles
3. Select Edit next to the invoice template you wish to customize
4. Select the Emails tab at the top
5. In the Subject line, input the following text within your desired text to have the system pick up the invoice number automatically:   [Invoice No.]
6. Select Done

Once you input that text within the Subject line, it will substitute the correct invoice number when you send an invoice.

-Ken

Nice, thanks for that. 

Where can i find all of these pre-filled things (eg [Invoice No.])?

I have just tested myself and can see even though in the "preview" of the invoice before being sent does not contain the invoice number. When the customer receives your invoice it will contain the Invoice Number in the subject line. 

Sorry may be I should ask differently... Is there any other prefilled options listed somewhere beside the invoice no?

Hello there, poy.

Let me share some information about the other prefilled option that we can use aside from the invoices number in QuickBooks Online.
 

QuickBooks can also prefill forms automatically. With that, if you'll record the same items or details to your customer or supplier, we can automatically apply the same content of a transaction. We'll only have to turn on the Pre-fill forms with previously entered content feature in the settings. Here's how:
 

1. Go to the Gear icon.
2. Select Account and Settings under Your Company.
3. Click the Advanced tab.
4. Hit the Edit icon for the Automation section.
5.  Turn on the Pre-fill forms with previously entered content feature.
6. Click Save. Then, Done.

It lets the system recognise the same content you've recorded before.  Here's the sample screenshot for additional reference:

Also, you may want to check about creating recurring transactions in QuickBooks Online. In this article, you'll on learn more about managing and handling these transactions. 

Let me know if you have other questions about QuickBooks by commenting below. I hope you're having a great day. Take care and stay safe always!

I had a similar question.  The answer to the original question is fine, ie. [Invoice No.] will fill in the invoice number in the email subject line. Unfortunately the follow up question was to find out if there are any other variables like this that can be used. For example, the current date, the balance due, the PO number etc. I work with companies that want specific formatting of information like this in the subject line and message to customer and I always have to manually edit the template for each invoice. 

I should probably raise this in a separate question. 

Greg

Hi Greg,

Let me see if I can find a list for you and I'll let you know.

Thanks,

Georgia

Hi,

any luck finding a list of email variables? 

Thanks

Greg

Hi Greg, 

Thank you for following up on this. 

I did a few tests in my test file and I can see invoice number is the only variable that will feed through to the email subject line from the invoice. 

Hope this helps and please let us know if you require any additional assistance.

I'm also looking for a list of variables. Intuit, come on, get it together. What are the other available variables? 

Hi ehong33234,

Thanks for following up on this thread.

I will point you to the above comment by our agent Zac for your enquiry.

Invoice number is the only variable that will feed through to the email subject line from the invoice at the moment.

If you think this can be done better or would like to add a few things, then I definitely suggest to send some feedback to our Product team.

Go to Settings > Feedback.

This is a direct portal that goes to the Product team who review all the pieces of feedback we receive to then action based on what our customers are asking for.

I hope this clears things up for you.

Kristian. 

I will submit some ideas to the  feedback link but for the benefit of collaborating with others, I suggest that as a minimum, it would be useful to have a variable to show the Full Date using the Invoice Date (and format), OR the month Name, or the Year separately. E.g Invoice xxxx for May 2021. Possibly it would be good to allow any one of the general fields in the invoice header and also to allow the variables in the text body. 

On other piece of feedback I've already forwarded (that hasn't been actioned) is that it would be great if the invoice number is not mandatory. I have a customer that requires a very specific subject line and if Invoice number is included, the email is rejected. Unfortunately the email server doesn't report rejected emails so that has been a problem for me in the past. 

Hi

Is there any way to mention Invoice Date and Due date in the email template ?

like we can insert Invoice number using this [Invoice No.]. how about Invoice Date and Due date ?

Thanks for joining the thread, SuperStar777.

As of the moment, we don't have an option to automatically pre-fill the invoice date and due date on your invoice email template. I can see how it would be useful to have this feature in QuickBooks Online and I'll make sure to pass your valuable feedback to see if this feature will be available for future updates. You can also send your feedback or product suggestions by going to Gear icon and select Feedback. 

Feel free to get back in touch with us if you have other concerns about QuickBooks. We'd love to help. Have a nice day!

Hi, I started trialing quickbooks today and arrived here with the same question. For me, not being able to include the amount due in the main body of an invoice email to the customer by way of a [variable name] is a deal breaker and I unfortunately need to look for other accounting solutions. 

Hi Mann1ng,

Thanks for posting in the Community!

When emailing invoices to your customers the invoice number will be pre-filled on the Subject line of the invoice. You can always edit the Subject field and add details like the invoice date and due date. You can also edit the Body of the emailed invoice, and click on Save and send when ready.

I understand the need to be able to show other invoice details on the email template. I can definitely add this to our product feedback and let our Product Developers know.

You can also check this link to learn more about Customise invoices, quotes, and sales receipts in QuickBooks Online.

Post again in the Community if you have more questions. I'll be around to help you.

In my case, none of the options works. The subject line of the email still mentions [Nº de la Facture ] instead of actually putting the invoice number. 

We don't want you to have this kind of experience, @frederickhetu. Allow me to help you fix your issue with the subject line of your invoice email in QuickBooks Online, (QBO).

Firstly, may I ask if you have integrated a third-party app? This might be the reason why the invoice number was changed. Also, have you checked if you are using the modern view or the invoice template? If none of these are applicable, I suggest using a private browser to isolate the issue. This disregards website cookies and doesn’t save any browsing history or data.

Here are the shortcut keys:

• Mozilla Firefox and Microsoft Edge: Press Ctrl + Shift + N
• Google Chrome: Press Ctrl + Shift + N
• Safari: Press Command + Shift + N

If that works, return to your regular browser and clear its cache and cookies to refresh website preferences that may be causing problems when using QuickBooks Online. Otherwise, you use a supported browser.

Additionally, when your customer submits a payment, it's important to record it in QBO to ensure alignment with your invoice records.

I'm just a post away if you need further assistance managing your invoices in QBO. Stay safe.