cancel
Showing results for 
Search instead for 
Did you mean: 
kari.vandermaas
Level 2

Email and Postal Mail Invoice Preferences

Good Afternoon,

 

We have customers who prefer to have invoices mailed rather than emailed (I have set-up each customer profile with their preferred delivery method). When I go to batch send the invoices, there doesn't seem to be an easy easy way to know which ones are postal mail and which ones are email. 

 

Is there a way I can email the ones selected as email, and print the ones selected as print without having to go through each customer to see what is selected? I know there was a way to do this in Quickbooks Desktop, but can't figure out how to do this with QBO.

 

Thanks!

Solved
Best answer February 27, 2020

Best Answers
MadelynC
Moderator

Email and Postal Mail Invoice Preferences

You’re welcome, @kari.vandermaas.

 

You can run a Customer Contact List report in QuickBooks Online. You can customize it by clicking the delivery method to show on the report.

 

This way, you can identify which customers are for the emailed method and mailed. I’ll show you how:

 

  1. In your left navigation pane, select Reports.
  2. Enter/select Customer Contact List in the search field.
  3. Click Customize.
  4. Hit Rows/Columns, then Change columns.
  5. Put a checkmark on the box in the Delivery Method.
  6. Select Run report.

 

Once done, you can print the report. This serves as your reference, so you don’t need to go to your customer’s information.

 

Let me share this article about creating a mailing list in QuickBooks Online: How to create a mailing list using the Contact List report.

 

Come back to this page if you have other concerns. Have a great day.

View solution in original post

5 Comments 5
MadelynC
Moderator

Email and Postal Mail Invoice Preferences

You’re welcome, @kari.vandermaas.

 

You can run a Customer Contact List report in QuickBooks Online. You can customize it by clicking the delivery method to show on the report.

 

This way, you can identify which customers are for the emailed method and mailed. I’ll show you how:

 

  1. In your left navigation pane, select Reports.
  2. Enter/select Customer Contact List in the search field.
  3. Click Customize.
  4. Hit Rows/Columns, then Change columns.
  5. Put a checkmark on the box in the Delivery Method.
  6. Select Run report.

 

Once done, you can print the report. This serves as your reference, so you don’t need to go to your customer’s information.

 

Let me share this article about creating a mailing list in QuickBooks Online: How to create a mailing list using the Contact List report.

 

Come back to this page if you have other concerns. Have a great day.

View solution in original post

FrankB1
Level 1

Email and Postal Mail Invoice Preferences

Madelyn:

 

I have the same question. I need a list of our memorized transactions that includes print or email. We have run into instances of neither method selected so we never send out that invoice. Your answer suggests that Delivery Method is an available field in the Customer Contact List but it is not in Quickbooks 2019 Pro Desktop. Is there a way to add this to the list of available fields or another report available ?

 

thanks

MariaSoledadG
QuickBooks Team

Email and Postal Mail Invoice Preferences

I have another way of how memorized transactions can be set as to be printed or emailed.

 

You can mark the memorized transactions to Print or Email Later mode. Then, add them to the Reminders list. Once done, this will show a list of upcoming transactions that are to be printed or emailed.

 

For detailed steps, here's how:

  1. Open the transactions.
  2. Click the Main menu on the upper part, then check the Print Later or Email Later icon.
  3. Click Save & Close.

Next, add them to the Reminder list. Go to the Company menu, and select Reminders

 

For future reference, you can also run and customize reports in QuickBooks Desktop: Customize Reports.

 

Please let me know if you need help. I'll be here to help.

 

FrankB1
Level 1

Email and Postal Mail Invoice Preferences

Adding them to the reminder list won't work for us. We have 300 every month and we really need a report to make sure they are all either being printed or emailed since it is possible to have both boxes unchecked. This has happened in the past and we wind up making collection calls to customers who have never recieved an monthly invoice.

 

I assume you are saying that this field is not available in Quickbooks 2019?

 


 

 

@MariaSoledadG@MariaSoledadG wrote:

I have another way of how memorized transactions can be set as to be printed or emailed.

 

You can mark the memorized transactions to Print or Email Later mode. Then, add them to the Reminders list. Once done, this will show a list of upcoming transactions that are to be printed or emailed.

 

For detailed steps, here's how:

  1. Open the transactions.
  2. Click the Main menu on the upper part, then check the Print Later or Email Later icon.
  3. Click Save & Close.

Next, add them to the Reminder list. Go to the Company menu, and select Reminders

 

For future reference, you can also run and customize reports in QuickBooks Desktop: Customize Reports.

 

Please let me know if you need help. I'll be here to help.

 


 

 

Joesem M
Moderator

Email and Postal Mail Invoice Preferences

Thanks for getting back to us, @FrankB1.

 

Allow me to step in and assist you with any questions you may have concerning the report you need in QuickBooks Desktop.

 

You can write a note in the Memo field so you can track the invoices that you've print or email to your customer. I'll guide you how:

 

  1. From the Home screen or the Customers menu, select Create Invoices.
  2. From the Customer: Job drop-down, select a customer or customer job.
  3. Fill in the necessary details.
  4. In the Memo column enter print or email.
  5. Click Save and New or Save and Close.

Once done, you can pull up the Transaction List by Customer report. This will show the list of invoices that you've sent to your customers via print or email later. You can also filter the report if you want to see your invoice transaction only.

 

Here's how:

 

  1. From the right pane, select Reports.
  2. Under Customers and Receivables select Transaction List by Customer report.
  3. Click the Customize Report and go to the Filter tab.
  4. Below Search Filters select Transaction Type.
  5. In the Transaction Type drop-down choose Invoice.
  6. Hit OK.

Joesem Molat1.JPG Joesem Molat1.JPG Joesem Molat1.JPG

For more information about the custom fields and running reports in QuickBooks Desktop, you can click these articles below. It also contains a visual guide for the step-by-step process on how to use the custom fields and the available reports in QBDT:

 

 

Keep in touch if you have additional questions about this, or if there's anything else I can do for you. I always have your back. Thanks for reaching out, wishing you all the best.

 

 

Need to get in touch?

Contact us
Sign in for the best experience
Ask questions, get answers, and join our large community of QuickBooks users.
Sign In / Sign Up