Batch Email Templates - Insert Field

I appreciate you for reaching out, Kevin. 

I can see the importance of adding more insert field options when creating a custom email template in QuickBooks Desktop (QBDT). At this time, the system defaults to the available fields under the Insert Field dropdown. Rest assured ou engineers are working nonstop to enhance the product and deliver the best experiences to all QuickBooks users. For now, you can use the Feedback feature to send this idea directly to them. This way, they could take action to help improve your experience.

Here's how:

1. Open your QuickBooks Desktop (QBDT) file.
2. Go to the Help menu, then Send Feedback Online.
3. Tap on Product Suggestion.
4. Enter your feedback or suggestions.
5. Hit the Send Feedback button.

Your valuable feedback goes to our Product Development Team to help improve your QuickBooks experience.

On the other hand, yes, you can pull the Company Name instead of the First Name - Last Name field. I'll show you how.

1. From the Add Email Templates window, highlight the Name-First-Last field.
2. Click on the Insert Field dropdown.
3. Select Company Name.

From there, the company name will show up on that section instead of the first and last name.

You can learn more about personalizing your emails to customers or vendors, open this article: Create custom email templates in QuickBooks Desktop.

If you notice your emails aren't using your new template, here's how to fix email template issues.

Please let me know if you have any other follow-up questions while customizing email templates in QuickBooks. I'm more than happy to help. Have a good one!

Thank you. That enters my company name. I want to insert the customer's company name. Is that available?

Can you also point me to where I edit the template for batched emails?

When I use the feature "combine forms to one recipient in one email" there is a new email template generated. I can't seem to find where to edit that. 

Hi there, @Kvrddn.

Thanks for getting back to us here in the Community. Allow me to hop in and share information about customizing email templates in QuickBooks Desktop (QBDT).

The steps shared by my colleague above should help change the first name/last name field to your customer's company name.

On the other hand, if you choose Email Later, you can select one of your templates when you send a batch of emails. This can be done by going to the File menu and selecting Send Forms. Then choose the template you want to use from the Template drop-down.

To learn more about creating and managing custom templates in QBDT, consider checking out this article: Create custom email templates in QuickBooks Desktop.

For more tips and other resources, I recommend visiting our website for future reference: QBDT self-help articles.

Reach out to me in the comment section if you have additional questions about managing templates or anything else QuickBooks. I'll be here ready to help. Take care always.

There is no template drop down when I follow your instructions.  At this point I do not see an option to change the body for "BATCHED" emails?

Thanks for joining the Community, BDriscoll33. I appreciate you performing FritzF's recommended steps.

Those steps were for sending forms. If you want to change the template(s) used for sending transactions, you can do so from your Preferences.

Here's how:

1. In the top menu bar, go to Edit, then Preferences.
2. Access your Send Forms tab, then its Company Preferences section.
3. From the Email Templates drop-down list, choose a transaction type. Once you have, you can create multiple templates for each different type of transaction listed by clicking Add Template.
4. Give the template a name.
5. Customize your subject line and body.
6. You can hit Insert Field to put a dynamic data field in the email. These use real data from the form, like your customer's name, the transaction's due date, etc.
7. Be sure to pick which template you want to use for each transaction type. The default can be changed by hitting a different template's "Set as Default" option.
8. When you're finished customizing, select Save, then OK.
   

You can also change the body of batch emails by editing them before sending:

I've also included a detailed resource about emailing sales forms which may come in handy moving forward: Email sales forms

I'll be here to help if there's any questions. Enjoy the rest of your day!

When I select Batch for email for one customer, there is NOT a way to change which template comes up. Is there a way to create a Batch Template Email. When you check the box at the bottom Combine forms to a recipient in one email all the drop down options are gone. When you UNCHECK the combine forms to a recipient the drop down options are available.

Where is the body information pulling from?

Hi, @TXSRA.

I appreciate the steps you perform and chiming in on this thread to lay out details of your concern about modifying your email templates. 

You’ll want to use your templates for your emails when sending batch emails. I’ll be glad to walk you through how: 

1. Log in to your QBDT as a user with permission to edit company preferences.
2. From the File menu, select Switch to Single-User Mode.

Once done, follow these steps on how to create your templates: 

1. Go to the Edit menu, then select Preferences and go to Send forms. 
2. Go to the Company Preferences tab.
3. From the Delivery Method Default drop-down menu, select Email.
4. From the Email Templates drop-down menu, select a transaction type. You can create multiple templates for each transaction type transaction listed.
5. Select Add Template and give your template a name, then customize the subject line and body.
6. You can select Insert Field to put a dynamic data field in your email. These use real data from the form, like the customer name or due date, to fill out the field.
7. Once done, select Save and tick OK in the Company Preferences tab to save your changes.

From there, see those templates from the Company Preferences tab of the Send forms menu. To set one as a default, choose a transaction type and then Set Default next to the template you want to utilize.

Once set, you can now use your templates for emails sent alongside single transactions, batch emails, and even when you send pay stubs. It also defaults when pulling the body information when modifying your email. 

To learn more about customizing email templates in QBDT, you can read this article: Customize email templates in QuickBooks.

Additionally, I’ll be adding this great resource here to help you in case your emails aren't using your new template: Fix custom email template issues in QuickBooks Desktop. 

Visit me here again in the Community, and keep me posted on your progress about this process with your batch emails in QBDT. I'm determined to help you succeed. Keep safe always.

This does not put the customer's company name in the email, it puts MY company name in the field, which is completely useless.  My company name doesn't change.  I can just type my company name, and it will/should be the same in every email.  The whole point of a field in a template is so that it puts the customer's info in that field.

Thanks for joining the thread and following the suggested steps above, @Brian1234.

Upon checking, I can verify that your company name is what showing when sending e-invoices and not your customer's company. 

Let me share another workaround you can use to show your customer's info when sending invoices. You can still show these details by editing the template itself before sending your transaction. Simply follow these steps:

1. Create an invoice. 
2. Before you send it, click the Email drop-down list.
3. Select Invoice. 
4. Edit the Email Text box, then enter your customer's company name. 
5. Click Send now. 

I can how the option to insert a field for customized email templates would be helpful for you and your business. Therefore, let me take note of this as a suggestion to improve your QuickBooks experience.

On the other hand, you can send another feedback to our product developers. The more request they receive, the most likely it will be implemented in future updates. 

Here's how:

1. Open your QuickBooks Desktop (QBDT) file.
2. Go to the Help menu, then Send Feedback Online.
3. Tap on Product Suggestion.
4. Enter your feedback or suggestions.
5. Hit the Send Feedback button.

To know about how to personalize custom invoice emails, you can check out this article: Create custom email templates in QuickBooks Desktop.

If you have any other follow-up questions while customizing email templates in QuickBooks, please fill me in. I'm more than happy to help. Have a good one!

The [company name] data filed should be customer company name but the filed right now is our company name. Why do we need to do a dynamic data filed for our company? The company who issue invoice would always be the same company. It is totally a mistake of quickbook. Please correct it ASAP. 

The [Company Name] insert filed should be Customer company name but it is set up to be our company name ( the company who issue the invoice).  This is totally wrong. Why we need a dynamic data insert filed for our company name which will be all the same when we email to different customer. Quickbooks should fix this mistake ASAP.