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DC101
Level 2

Invoice Email Template Facility

With QuickBooks Online it's possible to create custom invoice templates to suit your business.

 

However, when sending those invoices through QuickBooks, there seems to be just a single hard-wired uneditable email template. Yes, it's possible to change some elements of the content that appears on the email, but not the design itself.  If this is the case, it's extremely limiting and at odds with the idea of being able to customise QuickBooks to suit individual businesses.

 

Anyone know if QuickBooks intend to address this anytime soon? Or, perhaps there is a good work-around that you know?

 

Thanks in advance.

27 REPLIES 27
EmmaM
QuickBooks Team

Invoice Email Template Facility

Hello DC101

 

You can import your own custom invoice template.If you can go to the cog in the top right>QuickBooks Labs>import style>turn on

 

Then go the cog>custom form styles>new style drop down>import style.

You can then click on download a sample which gives you a guide on how to create the invoice in word(it needs to be a doc x file)also it shows a simple template example and a more complex invoice template as a guide.

You can then save the created template and upload in the upload part of this section.

 

Any questions let us know

 

Emma

 

DC101
Level 2

Invoice Email Template Facility

Thanks Emma for your reply. You refer to custom invoice templates, but my question is about the email template that is applied in the sending of the invoices (please see screenshot attached using your test site).

 

This seems to be just a single hard-wired uneditable email template? I mentioned in my original post, it's possible to change some elements of the content that appears on the email, but it's the design itself we want to change.

JanyRoseB
QuickBooks Team

Invoice Email Template Facility

Thanks for getting back to this thread, @DC101.

 

Allow me to chime in and provide some additional information about customizing invoice template in QuickBooks Online (QBO). 

 

Currently, QBO doesn't have an option to edit the template of an invoice that appears in emails. I can see how this option would be helpful for you. Finding new ways to adapt to our customers’ needs is how QuickBooks gets even better.

 

I'll make sure to take note of this and will update you once we receive product enhancement update about the availability of this feature. 

 

In the meantime, I'd suggest visiting our QuickBooks Online Blog regularly. This way you'll be updated with the latest news and updates including product improvements. 

 

For additional reference, you can visit these articles to learn more on how to upload, edit, or delete logos from your invoices, estimates, or sales receipts in QuickBooks Online:

Please know that you're always welcome to post if you have any other questions about customizing forms or any QuickBooks related. I'd be happy to answer them for you. Have a good day! 

DC101
Level 2

Invoice Email Template Facility

Thanks for your quick reply. It's good to know you appreciate the issue.

 

Aethetics aside, there are important practical reasons for wanting to change the template/design.

Particularly key is the "Review and pay" button, which is displayed prominently. A lot of our customers pay by Direct Debit via GoCardless, so the word "pay" does not apply to them and is therefore very confusing.

 

We're very new to QuickBooks but for us this is a major drawback with the system. We will track with interest any progress that is made.

 

Have a good day too!

JanyRoseB
QuickBooks Team

Invoice Email Template Facility

I appreciate your responds, @DC101.

 

We truly value your suggestion on how best to improve QuickBooks Online. Your feedback helps our Product Development team decide which feature will be implemented in the next future update.

 

Please know that the change is also based on how popular a specific feature request is. 

 

Since you're new to QuickBooks, you may want to check our Help Articles page to learn more "How do I" steps In QuickBooks Online. 

 

Wishing you and your business continued success. 

B-Rom
Level 1

Invoice Email Template Facility

Any update on when we'll be able to use custom email templates with QuickBooks online? This feature would save some time and money too : )

 

Here's my current workflow to get around this limitation:

  1. Create an Invoice
  2. Send the Invoice to my business email address (not my client)
  3. Copy the Invoice Review Link
  4. Open MailChimp and setup a new email to send to my client's email address.
    1. I've already created custom email templates for my brand look and feel
  5. Paste the Invoice Review Link
  6. Send Invoice Email with MailChimp instead of QuickBooks Online
RCV
QuickBooks Team
QuickBooks Team

Invoice Email Template Facility

I appreciate you for coming up for a great workaround in customising your email template, B-Rom.

 

We don't have a specific time frame as to when is this feature will be added in QuickBooks Online (QBO). Rest assured, this is being looked into.

 

In the meantime, please continue the workaround you've been doing to address your business needs.

 

You can also visit our QuickBooks Online Blog to be updated with the latest news and updates including some product improvements.

 

I've got a link here where you can find articles about managing customers and income transactions: https://quickbooks.intuit.com/learn-support/manage-customers-and-income/misc/02/uk-manage-customers-a....

 

Visit the Community if you need anything with preparing VAT returns or any QBO related. Wishing you and your business continued success in all that you do.

RoscoPC
Level 4

Invoice Email Template Facility

HI There,

 

I'm moving from Quickbooks Desktop to Quickbooks online. I already have layouts for my invoices in Quickboooks desktop, I'm surprised I can't import the .DES files or convert them to word. It would be a nice feature top add for conversion.

 

Any way of converting them?

 

Kindest regards

 

Rosco

Rea_M
QuickBooks Team

Invoice Email Template Facility

Hello there, RoscoPC.

 

I'm here to share information on how you can personalize your sales forms in QuickBooks Online (QBO). This way, you can include the information that matters to your business.

 

The .DES file or the Layout Designer Template file in QuickBooks Desktop will not convert when you switch from QuickBooks Desktop to QuickBooks Online (QBO). However, you can utilize the Import Style feature in QBO. This imports your invoice template (.docx files) from Word.

 

You need to activate the Import Style feature first. Go to the Gear icon, then select the QuickBooks Labs. Turn on the option, then click Done. After that, upload your invoice template. Here's how: 

  1. Go to the Gear icon.
  2. Select Custom Form Styles.
  3. Click the New style drop-down arrow, then select Import style.
  4. Choose Invoice in the Select a form type field.
  5. Select the file name in the Upload your DOCX file field.
  6. Click Next.
  7. Follow the on-screen instructions to complete the process.

 

If you wish to find out what other data that'll not convert when you migrate from  QuickBooks Desktop to QuickBooks Online, kindly refer to this article for the complete details: What to expect when you switch from QuickBooks Desktop to QBO.

 

Please let me know if you have other concerns. I'm just around to help.

obsite
Level 2

Invoice Email Template Facility

Customizing e-mails is a must, even if just by allowing us to edit HTML.

There has to be A way. Even if it requires some knowledge.
Not being able to customize it is rather painful.

EmmaM
QuickBooks Team

Invoice Email Template Facility

Hello Obsite, what is it you're looking for in particular to customise with the template? Is it just the email itself and the body of the text or the address it is coming from/to?Thanks

obsite
Level 2

Invoice Email Template Facility

Customizing the e-mail body is arguably more important. 


But we also have our own e-mail servers. So being able to configure SMTP would be nice. Though the Gmail alternative is a "OK" temporary stop-gap measure. I hope to see a change in that in the future.

Sammi1
Level 1

Invoice Email Template Facility

Has there been any update to this??

Even having the email template that is standard (image attached) when using the in built-in templates is SO MUCH better than the one that is used with the imported invoice templates.

ChristieAnn
QuickBooks Team

Invoice Email Template Facility

Hi there, Sammi1. 

 

Welcome and thank you for posting here in QuickBooks Community. I'll share different information on how sales email in QuickBooks works. If you mean to change or edit the email body of the invoice when sending this entry to a customer, you can go to the Account and settings. From there, you'll have the option to enter any message you want.

 

Here's how:

 

  1. Click the Gear icon in the upper right corner.
  2. Choose Account & Settings.
  3. Go to Sales and choose Messages section.
  4. Under the Sales form field, choose Invoice.
  5. Then, enter your default email message for the invoice.
  6. Hit Save and Done.

 

If you're referring to  the email that the customer received after you sent the transaction, currently QBO doesn't have an option to this. I can see how this feature would be helpful for you. Finding new ways to adapt to our customers’ needs is how QuickBooks gets even better. I'll make sure to take note of this idea.

 

For now, I'd suggest visiting our QuickBooks Online Blog regularly. This way you'll be updated with the latest news and updates including product improvements. 

 

Don't hesitate to drop by again if you have any other questions. Wishing you and your business continued success.

DC101
Level 2

Invoice Email Template Facility

Hi ChristieAnn,

 

Sorry but your answer is very disappointing. I actually started this discussion - please see my original post of August 2019. It's clear the issue is with the lack of any design capability for the email template, not the content.

 

By way of example, I recently got sent an invoice from our bookkeeper. It's pretty simple, nicely designed, bespoke to her, with her logo. It was sent using Xero and there was no great big Xero logo, no Xero logo at all in fact.

 

Since raising this questione here about a year and a half ago, no progress at all has been made on this issue by QuickBooks and none is seemingly even planned - according to your reply.

 

You talk about updates and meeting customers' needs but in this case it rings completely hollow. This lack of basic control is not serving our needs at all well. Perhaps it's because it suits the company to have customers send out millions of emails with your logo displayed prominently - cannot hurt can it?

 

In general, I'd appreciate seeing the QBO updates you refer to and no doubt many others would too. Please can you refer us to a Change Log file detailing the changes/improvements?

 

Many thanks.

ShiellaGraceA
QuickBooks Team

Invoice Email Template Facility

Thanks for the information, @DC101.

 

You'll want to visit our Intuit Developer forum. This is where you can get answers from our developers and contributors about changes and improvements of the program.

 

Here's the link: https://developer.intuit.com/app/developer/qbo/docs/develop.

 

You can also browse this link here if you need help with other QBO tasks.

 

Please know that you're always welcome to message me anytime if you still have questions or concerns with the program. I'll be around for you. Take care and stay safe.

 

 

 

 

Clare
Level 1

Invoice Email Template Facility

When I send an invoice email to my clients, the email (not the invoice itself) says, 'Please contact [my name] if you do not know how to pay this invoice'. A tiny button on the right says 'view invoice'.

 

Because my payment instructions are on the invoice and not on the EMAIL, and because it is not clear on the EMAIL that the way to find out how to pay is to click 'view invoice', I get new clients contacting me, wondering how to pay.  This doesn't work well. 

 

Again, I am talking about the EMAIL message that carries the invoice, not the invoice itself.

How soon could this be fixed?

 

Ashleigh1
QuickBooks Team

Invoice Email Template Facility

Hello Clare, thanks for coming back to us about your issue you are having currently,

 

Can we ask when you go to the main cogwheel>account and settings> sales> click on the one that ways online delivery.  Is it set to show full details in email, tick pdf attached and on the additional email options for invoices is it set to online invoices then click save and then click done. 

 

If it is set to short and plain text this could be why it is confusing to your clients. I would suggest changing it to the above and sending a text invoice to yourself so you can see what your clients exactly see, then you can delete that test invoice out of the account after so it doesn't mess with your books. 

 

 

Clare
Level 1

Invoice Email Template Facility

Thank you so much for this. When I go to cogwheel > account, I don't have any settings options except to organise how Quickbooks relates to me / my own account information. I can't access anything client-facing.

Rubielyn_J
QuickBooks Team

Invoice Email Template Facility

Let me provide some insights about sent invoices and how to fix this, @Clare.

 

Typically, you'll be able to see the information for a specific invoice when you click the view invoice button. My colleague is right that you'll need to set the preferences in the Accounts and Settings. This way you'll have the full details in the email and choose the PDF attached.

 

If you're still unable to see the option, make sure to log in as the master admin. However, if the problem persists, we can perform some troubleshooting steps to fix this. 

 

There are times that the browser is full of frequently accessed pages, thus causing some unusual responses. Let's log in to your account using a private browser. This mode will not save any history, making it a great place to identify browser issues.

 

Access your QBO account in a private/incognito browser. You may use these shortcut keys that I've listed below:

  • Google Chrome: press Ctrl Shift N  
  • Mozilla Firefox: press Ctrl Shift P
  • Safari: press Command Shift N

Then, check if you already have the option to in the Accounts and Settings. If it shows, go back to your regular browser and clear the cache to delete stored site data and improve the system performance. Also, you can use other supported browsers. It could be that the one you're currently working on has a temporary problem with QuickBooks. 

 

Additionally, I'll be adding this to help you send and print invoice in QuickBooks Online: 

 

Let me know if you need clarification. I want to make sure you're able to get past this online invoicing issue. I'll be around to lend you a helping hand. Have a great Tuesday. 

 

Clare
Level 1

Invoice Email Template Facility

Thank you for this. The incognito browser approach doesn't reveal any 'settings' either, unfortunately. I have an up to date version of Chrome. The link you sent addresses the pdf invoices but not how to adjust the content of the EMAIL which actually sends the pdf invoice. I attach a screen shot of what comes up from the cogwheel even on an incognito browser window.

 

 

Ashleigh1
QuickBooks Team

Invoice Email Template Facility

Hello Clare, the reason you can't see the steps I sent is that you have the self-employed account, not the online small business product for which the steps were for. 

 

Could you please do a test invoice to your self and send me all the screenshots so I can see what your customers see, so we can look into this for you. You can delete the test invoice afterward. 

 

Thanks 

Clare
Level 1

Invoice Email Template Facility

Thank you. I will need a non-public way to communicate so as not to put my details up on a forum.

Ashleigh1
QuickBooks Team

Invoice Email Template Facility

You can reach out to us on Twitter or Facebook in a private/direct message to us so we can take a look at the screenshots for you. The links are below for you

 

https://www.facebook.com/QuickBooksUK

 

or 

 

https://twitter.com/QuickBooksUK

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