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Email or print multiple sales forms in QuickBooks Online

SOLVED•by QuickBooks•114•Updated November 10, 2023

Learn how to email or print multiple invoices, sales receipts, and estimates now or later.

Once you create your sales forms, you have the option to email or print them now or later. You can also email or print them in batches instead of one at a time.

Email or print multiple sales forms now

To send multiple invoices or sales receipts now:

  1. Go to Sales then select All sales (Take me there).
  2. Select the checkboxes for the sales forms you want to email or print. You can also select the Filter ▼ dropdown menu to filter by transaction Type, Status, Date, or Customer.
  3. From the Batch actions ▼ dropdown menu, select Print transactions or Send transactions.

Email or print multiple sales forms later

If you want to email or print sales forms later, mark them as you're working on them. This helps you find the form when you're ready to email or print.

Note: This option isn't available yet for the new estimate and invoice layout. Find out which layout you have.

Step 1: Mark sales forms to email or print later

While you're working on a transaction form, select one of the following options:

  • Select Send later to email it later (if available).
  • Select Print or Preview and then Print later to print it later (if available).

When you're finished, select Save and close to close the transaction (don't select Save and send)

Step 2: Filter to batch email or print

After you’ve marked your forms to print or email, filter your sales list:

  1. Go to Sales then select All sales (Take me there).
  2. Select the Filter dropdown menu.
  3. From the Delivery method dropdown menu, select either Send later or Print later, then Apply.
  4. Select the checkboxes for the sales forms you want to email or print. To mark them all, select the checkbox next to the DATE column.
  5. From the Batch actions ▼ dropdown menu, select Print transactions or Send transactions.

Make sure you've emailed the form

  1. Go to Sales then select Customers (Take me there).
  2. Select the customer you want to check.
  3. Select the sales form from Transaction List.
  4. Then, check for the following:
  1. In the case of an invoice:
    1. Select Edit invoice.
    2. Select Status, then select Activity.
      Note: If you can't see Status, select ⚙ Manage.
    3. In Activity, you’ll see the date and time when you sent the invoice.
  2. In the case of an estimate, if you've sent the estimate, you'll see the date and time under Sent.
  • If you see the Last Delivery message, QuickBooks has sent the email.
  • If you don't see the message, you still need to email the form.

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