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communityoil
Level 5

There is no way of knowing whether I have sent a paper invoice to customer or not. Many of our customers require a postal invoice. Please advise - this is a pain!

I have raised this when I first started but there seems to be no progress on this. Some businesses need to produce paper invoices for certain customers.
5 REPLIES 5
Adrian_A
Moderator

There is no way of knowing whether I have sent a paper invoice to customer or not. Many of our customers require a postal invoice. Please advise - this is a pain!

I have another way on how we can send a paper invoice, communityoil.

 

While the option to send a paper invoice directly from QuickBooks isn't available, I have a workaround that you may consider.

 

We can create a printable version of the invoice. Then, we can send it to your customers. I'll show you how:

 

  1. From the Sales tab, select Invoices.
  2. Locate and select the invoice.
  3. Click the Print or Preview tab, and then select Print or Preview.
  4. Review the invoice.
  5. Click Print.

 

If you want to send it through email, we can click the Save and send button. You can also add customisation of the email before sending it. You can check this article for more information: Customise email.

 

I'm just around if there's anything that I can help you with. Stay safe!

paul72
Level 7

There is no way of knowing whether I have sent a paper invoice to customer or not. Many of our customers require a postal invoice. Please advise - this is a pain!

Hi @communityoil 

 

No - I think this is something that is in the 'perennial pipeline'.

QBO is simply not designed with paper in mind.  It's built around emailing invoices, so you will have to work around it.

I do not (will not) use the email feature from within QBO - it's amateurish - so download & email invoices separately.  I have a similar problem.

 

A few options:

(1)  set your own email address for customers that want paper originals.  Email to self to get the confirmation in QBO & print the resulting pdf.

(2) use a different template for printed & emailed invoices if you want to differentiate.

(3) use the print later checkbox on the invoice entry screen.  When you batch print, this will be removed.

 

Hope this helps.

communityoil
Level 5

There is no way of knowing whether I have sent a paper invoice to customer or not. Many of our customers require a postal invoice. Please advise - this is a pain!

Paul,

Thanks for your thoughtful response.  I agree that the QBO emailed invoice is amateurish but I use it.  The whole QBO involves so many work-arounds that it is very time-consuming and I am dreading having to teach anyone else all the fiddles!  I like your first suggestion.  However, I think way back that I set all email invoices to send me a copy.  Not sure whether I can select not to receive second copies from those that I want to email to my own address.  I will look.

I already use your option 3 but it depends on me remembering to uncheck the 'print later' box so is open to mistakes.  Thanks for your thoughts.  Useful.  Why can't Intuit just do it!

paul72
Level 7

There is no way of knowing whether I have sent a paper invoice to customer or not. Many of our customers require a postal invoice. Please advise - this is a pain!


@communityoil wrote:

I already use your option 3 but it depends on me remembering to uncheck the 'print later' box so is open to mistakes.  Thanks for your thoughts.  Useful.  Why can't Intuit just do it!


If you use Batch Print, you get a box asking whether to mark all as printed.

After saving invoice(s) with Print Later checkbox ticked, go back to Dashboard & filter All Sales or Invoices by Delivery Method = Print Later.

Select invoices to print, then Batch Action = Print Transactions.

This opens a new tab with selected invoice pdfs (or downloads one pdf per batch, depending on browser settings) & main tab has the question box to mark printed.

 

communityoil
Level 5

There is no way of knowing whether I have sent a paper invoice to customer or not. Many of our customers require a postal invoice. Please advise - this is a pain!

Paul72

Looks good - will have a look next time I invoice.  Many thanks.

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