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Fix webmail password issues in QuickBooks Desktop

SOLVEDby QuickBooksUpdated 1 week ago

Learn what to do if QuickBooks won't accept your password when you use email services like Gmail or Yahoo! Mail.

You can connect online email services and send transactions directly from QuickBooks Desktop. If you see a message about an incorrect email or password, don't worry. Here's what to check so nothing blocks messages going out to your suppliers and customers.

Step 1: Update QuickBooks

If you haven't already, update QuickBooks to the latest release. Then email a test transaction to yourself.

If you still get error messages, move on to Step 2.

Step 2: Check your email settings

Open your online email service. Review your settings and filter preferences. These may be blocking your emails from QuickBooks by accident.

Follow the steps for your email service.


Check your app preferences. Something may be blocking the connection to your Google account:

  1. Follow the steps to enable access for less secure apps.
  2. You can also set access preferences for specific apps, like QuickBooks.
  3. Go back in to QuickBooks and email yourself a test transaction.

If you still can't send emails, you can turn off the 2-Step Verification feature for your Gmail account.

Important: This turns it off for all apps, not just QuickBooks.

When you're done, move on to Step 3.

Yahoo! Mail

Yahoo! Mail uses a 2-Step Verification process. Review your security settings:

  1. Go to your Yahoo Account Security page.
  2. Turn on the Two-step verification and Allow apps that use less secure sign in features.
  3. Go back in to QuickBooks and email yourself a test transaction.

If you still can't send emails, use the Yahoo's generate third-party app passwords tool. It creates a random password you can use to connect QuickBooks. You only need to do this once. Note: If you’re batch sending emails, the password will expire after sending 12 invoices or transactions. You’ll need to generate a new third-party app password to continue.

  1. Follow the steps to get a password.
  2. Go back in to QuickBooks and email yourself a test transaction.
  3. In the Password field box, enter the third-party app password. Then select OK.

Note: To send email to QuickBooks, Yahoo mail powered by AT&T, now generates a secure mail key when sending emails via third-party desktop app as its new feature.

When you're done, move on to Step 3.

Other email services (Hotmail, AOL, etc)

Check your security and filter settings. Make exceptions or rules so QuickBooks isn't blocked.

When you're done, move on to Step 3.

QuickBooks in RightNetworks

Complete a Multi-Factor Authentication request with RightNetworks. If you can't log in to RightNetworks from a browser, contact them for help setting up.

Step 3: Check your antivirus settings

Your antivirus software may accidentally block the connection. Search your antivirus provider's website for steps to allow port exceptions. Here are steps for Norton and McAfee.

  • Make Port 465 open for Yahoo! Mail.
  • Make Port 587 open for Gmail and all other email services

If you use McAfee, open your antivirus program and check your Excluded Processes list. Add these names to the list so they can run freely:

  • QBW32.exe - C:\Program Files\Intuit\QuickBooks [year]\QBW32.exe
  • QBDBMGRN.exe - C:\Program Files\Intuit\QuickBooks [year]\QBDBMgrN.exe
  • QBDBMGR.exe - C:\Program Files\Intuit\QuickBooks [year]\QBDBMgr.exe

Go back in to QuickBooks and email yourself a test transaction.

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