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Email sales forms, invoices, and statements in QuickBooks Desktop

by Intuit•1• Updated 3 days ago

Learn how to email sales forms, invoices and statements in QuickBooks Desktop.

In QuickBooks Desktop, you can email sales forms, invoices, and statements to your customers. You can send them individually or as a batch, or save them to send when you're ready. This helps you save time when communicating to your customers, so you can focus more on your business.

You can also email the contacts associated with your customers. This enhanced emailing feature lets you enjoy the following:

  • Improved efficiency: Find and select the contact email from the transaction window. This helps you save time, as you don't have to manually enter your customer's email address.
  • Enhanced clarity: The recipient list in the “To” field clearly shows the contact’s name and job title. This reduces the risk of misdirected emails.

Email a sales form to your customer

Make sure you connect your email to QuickBooks Desktop before you proceed.

  1. Open QuickBooks Desktop.
  2. Go to Customers and select the Customer Centre.
  3. Find the transaction you want to send via email and double-click to open it. To create a new one, select the New Transaction â–Ľ dropdown.
  4. Select Email. QuickBooks automatically picks a template for the form you selected. Edit as needed.
  5. From the To ▼ dropdown, select the contact name(s) you want to send the email to. If you don’t see them on the list, select Add New. Then, enter your customer’s or the job’s info.
    Notes:
  • The next time you email the same transaction, the previously used email address will appear by default.
  • This is specific to each transaction type. For example, the default email when you send an invoice can be different from the default email when you send a sales receipt.
  • If you want to manually set an email address for a specific transaction for a customer.
    1. Go to the Customers, then select the Customer Centre.
    2. Select a customer, then select the Contacts tab.
    3. Select a contact, then select the checkbox for the transaction type. This sets that contact as the default email recipient for the selected transaction type.
    4. Select either Save and Close or Save and New.
  1. Edit the Subject field and the body of the email as needed.
  2. Select Send.

Email sales forms by batch

  1. After you create a sales form, select Email later before you save it.
  2. When you're ready to email the forms, select File. Then, select Send Forms….
  3. Review the list of forms to email. Uncheck the ones you don't want to send yet.
  4. In the preview window, you can select another template or edit the email text as needed.
  5. Select Send Now.
    Note: If you need to send multiple forms to a single recipient, follow these steps:
    1. Select each form you want to send.
    2. Select the Combine forms to a recipient in one email checkbox.
  6. Select Send Now.

Add multiple customer contacts to your batch emails

If you want to send a message to multiple recipients, follow these steps:

Note: This feature is only available to QuickBooks Desktop Plus and Enterprise users.

  1. Use the To ▼ dropdown to select email addresses to include, or clear the ones to leave out. 
  2. If you need to add a new email address, enter it into the Add field. Invalid email addresses are highlighted for your correction.

Remove an email from the batch

Removing an email from the list only deletes the email address. QuickBooks doesn’t delete the form itself.

  1. Select the checkmark next to the email address(es) you want to remove.
  2. Select Remove.
  3. Select Remove Email.