Add an email subtask in QuickBooks Practice Manager

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.

Remember to Save the subtask when you're done.