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Add an email subtask in QuickBooks Practice Manager

by Intuit Updated 5 months ago

Whether you're looking to send one-off emails or schedule regular emails, Practice Manager's automated and manual email subtasks have you covered. Read on to discover the difference between the two, how to add an email subtask and how to use placeholders.

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Manual emails

  • Personal and tailored approach.
  • Allows you to send specific information to each client, rather than a generic email.
  • When creating a manual email subtask, you can choose the recipient when completing the subtask.

Automated emails

  • Ideal for sending emails to a large number of recipients or scheduling future emails.
  • Prevents overwhelming clients with excessive emails by sending emails as part of scheduled tasks.
  • When setting up an automated email subtask, the recipient field is auto-populated with the client's primary contact or general email if no primary contact is specified.
  • You can adjust the time of day automated emails are sent through your workspace settings.
  • Automated emails will switch back to manual if part of a non-recurring task, and attachments will need to be added manually.
  1. First, create a new task
  2. If you need to add an email subtask to an existing task, select the task name, then the three-dot icon, and then Advanced task editor
  3. Select +Add subtask.
  4. Give the subtask a name. 
  5. In the Type field, select either Send email manually or Send automated email. If you choose the latter, the email recipient field appears. Select the email recipient.
  6. Select Save subtask.
  7. When you're done, select Save task and close.

Placeholders are special tags that can be used to populate certain fields with data from other sources such as contacts, links or documents. 

Here's an example of an email subtask using placeholders. In this example, we’re asking the client to provide documents using a secure upload link.

When they're used in an email subtask, they're listed in double brackets. 

For example, [[contact_first_name]]. This helps ensure that each recipient receives accurate information without you having to manually enter all the details for each new email task. 

Searching for placeholder tags is easy–just enter any keyword into the field and select one of the suggested options from the dropdown list. 

The list will show placeholders related to your keyword. You can select them and put them in your email template. Simply put, the data from Practice Manager will be automatically inserted into the email placeholders before it's sent.

You can add date placeholder values to email subtasks or the mail merge feature in Practice Manager. The date placeholder will be replaced with the date's value when the email is sent.

Here are the different date placeholder formats that you can use in your emails. Assuming the date of January 2024 as an example.

Date placeholder Final value
[client.name]Name of client
[date.week]Week 01
[date.last_week]Week 52
[date.next_week]Week 02
[date.week_year]Week 01 2024
[date.last_week_year]Week 52 2023
[date.next_week_year]Week 02 2024
[date: month]January
[date.last_month]December
[date.next_month]February
[date.month_year]January 2024
[date.month_last_year]January 2023
[date.month_next_year]January 2025
[date.last_month_year]December 2023
[date.last_month_last_year]December 2022
[date.last_month_next year]December 2024
[date.next_month_year]February 2024
[date.next_month_last_year]February 2023
[date.next_month_next_year]February 2025
[date.year]2024
[date.last_year]2023
[date.next_year]2025
[date.last_quarter_year]October - December, 2023
[date.last_quarter_last_year]October - December, 2022
[date.last_quarter_next_year]October - December, 2024
[date.next_quarter_year]February - April, 2024
[date.next_quarter_last_year]February - April, 2023
[date.next_quarter_next_year]February - April, 2025
[date.calendar_quarter_year]January - March, 2024
[date.calendar_quarter_last_year]January - March, 2023
[date.calendar_quarter_next_year]January - March, 2025
[date.last_calendar_quarter_year]October - December, 2023
[date.last_calendar_quarter_last_year]October - December, 2022
[date.last_calendar_quarter_next_year]October - December, 2024
[date.next_calendar_quarter_year]April - June, 2024
[date.next_calendar_quarter_last_year]April - June, 2023
[date.next_calendar_quarter_next_year]April - June, 2025
[date.end_of_month_year]January 31, 2024
[date.end_of_month_last_year]January 31, 2023
[date.end_of_month_next_year]January 31, 2025
[date.end_of_last_month_year]December 31, 2023
[date.end_of_last_month_last_year]December 31, 2022
[date.end_of_last_month_next_year]December 31, 2024
[date.end_of_next_month_year]February 29, 2024
[date.end_of_next_month_last_year]February 28, 2023
[date.end_of_next_month_next_year]February 28, 2025
[date.tax_year]UK workspaces: 2023-2024
Other:2024
[date.last_tax_year]UK workspaces: 2022-2023
Other: 2023
[date.next_tax_year]UK workspaces: 2024-2025
Other: 2025

Remember to Save the subtask when you're done.

Tip: Save the QuickBooks Practice Manager resource page to your bookmarks for easy access to helpful articles and step-by-step instructions.

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