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customize email template

I'd like to add PO number or job name to the email template. 

8 Comments 8
QuickBooks Team

customize email template

Hi there, 


Welcome to the Community. I'll be happy to assist you with adding a PO number or Job name to your emails. 


To do this, follow the steps below: 


1. From the QuickBooks menu bar choose Edit, then select Preferences,

2. Choose Send Forms and then choose Company Preferences

3. Select the Appropriate Template and click Edit, then click the Insert Field

4. Choose Customer PO Number.

5. Make sure to click Save when you're done. 


When the Invoice is transmitted via Email to the Customer their PO# will appear in the Subject Line of the Email to the right of the Invoice # (and other subject line content you have chosen to include). This means that Customers are going to immediately be able to more easily match the Email with attached Invoice to their own original Purchase Order saving them a great deal of time and effort. Give these steps a try and let me know how you make out. I'll be on standby in case you need further assistance. 

Level 1

customize email template

I would like to be able to add the Job Name to the subject line. I'm using QB2018 Pro on a desktop. When I'm editing the subject line it does not allow me to add fields and the fields that are listed for the body are very limited. 


Any Suggestions.





QuickBooks Team

customize email template

Hello Rich,


I hope you enjoyed your weekend and that your week is off to a good start. QuickBooks Desktop's ability to customize the emails you're sending to your customers is a great way to add your personal touch to communications with them.


As my colleague JamesM mentioned, to look for the customization options, visit the Preferences section of your company file setup. When you're not seeing the option you're looking for, including this one of adding the Job name to the subject line, that means it's not available at this time.


I have two recommendations in this case. The first is to submit feedback about this feature to our product development team. It's as simple as going to Help, then choosing Send Feedback Online to do and many of QuickBooks Desktop's current features exist because of feedback from users like you. It's a great way to have your voice heard.


My second recommendation is to manually add the Job name to the subject line if you have the option to do so. It's an extra step, but it will ensure you have the details you'd like included for your customer.


Give me a shout if you have further questions. I'm here to help.

Level 2

customize email template

Any update on this? I'm still on QB Desktop 2018, but if this field was available I would upgrade!

Level 1

customize email template

I have been cutting and pasting the job name from my invoice then adding it to the subject line of the email.


I'm with you, I would upgrade if that feature was added.

Nick K
QuickBooks Team

customize email template

Hi rtjonespe,


Making sure you get the features you want is something we focus on and I'd be happy to help point you in the right direction.


QuickBooks Desktop makes it easy to request new features and updates in product. In order to get new features included in QuickBooks Desktop I recommend reaching out to our developers using the submit feedback option in the program. You can submit feedback by going to Help, then choosing Send Feedback Online.


Have a great day!

Level 1

customize email template

But yet years later and no change.

Its simple, in the subject line of an e-mail that is delivering an invoice we would like the 'Job Name' , and perhaps the 'Company Name' ,to automatically populate the e-mail subject line. One might imagine the subject line to be edited something like this: "Invoice <num> for the <project name> from <company name>

If you send a lot of invoices for a number of projects, you have to do a lot of cutting and pasting in order to come off like a company that looks like something. People have been asking for this option for years, and the answers you give are complete BS - "use a PO number instead" of a job name - really???


Level 1

customize email template

As usual, most of the common everyday tasks that we ask for are never implemented, such as an option to auto populate the email subject line with the invoice number and job name.

Or when downloading the bank feeds you can't allocate a project when accepting the transaction, so you have to go into each transaction you downoaded and add it.

Or not being able to create a pdf of a bill payment to email to a vendor for an EFT notice, the same way as an invoice.

I've seen many requests for these over the years and nothing changes

Quickbooks should offer all available fields when completing tasks to speed up data processing and emailing

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