Printing & Emailing Invoices

Hey there, rtrujillo.

Let me help you with printing and emailing invoices in QuickBooks Desktop.

In order to print your client's invoices, you'll use the Print Later option in the invoice screen and make sure that the Email Later is not selected.

For the invoices that need to be emailed, pick the Email Later option instead.

This way, you'll be able to isolate the invoices that are for print and for email. 

Keep me posted with any further questions. I'll be right here to lend you a hand.

I just purchased a new computer and QB 2020.  I have been a user of QB for a long time.  I have always been able to email invoices to my customers individually as I create them.  Now I can't do that.  I see in preferences there is an option QB email.  Why is this option not available?  PLEASE HELP.

I have that all setup.  But I cannot email invoices through QB.

Hi there, mtnoel66,

I'm here to help ensure you're able to email invoices in QuickBooks Desktop (QBDT).

You'll want to secure the connection between QBDT and your email account. This creates an easier and safer connection to your email.

You should have Web Mail, Outlook, and QuickBooks E-mail 2020 option. Those methods are also available to other versions of QuickBooks.

if QuickBooks E-mail is grayed out, you need to validate your subscription. This is to ensure you're able to send email from QuickBooks. Just click the Check for valid subscriptions button, then enter your Intuit Account. See the attached screenshot below for your visual guide.

If that's not the case, you'll want to choose Outlook or Web Mail. Check out the Connect your email to QuickBooks Desktop for instructions and detailed steps.

I've added this link: What’s new in QuickBooks Desktop 2020 to learn the latest features and improvements in the system.

Let me know how this goes by leaving a comment below. Just mention my name and I'll get back to you with more troubleshooting steps.

Thank you and stay safe!

Did you ever find a solution to this? I'm having the same issue.

Good to see you in this thread, griggsy522.

If you've marked the Print Later box when creating an invoice, it'll be added to the print queue. This way, you can print multiple invoices in QuickBooks Desktop (QBDT).

To print your sales forms, here's how:

1. Go to the File menu at the top. 
2. Select Print Forms.
3. Choose Invoices.
4. Under the Select Invoices to Print window, it will show all the invoices in the Print Later mode. Select the A/R Account you want to use.
5. Pick Invoices from the list.
6. (Optional) Mark the invoices you want to print, then click OK.
7. Click Print.

As for emailing the invoice, you can select the Email Later checkbox to save forms so you can send them when you're ready. Take a look at this link for more details: Email sales forms in QuickBooks Desktop.

In case you'd encounter issues when printing, see this article:  Troubleshoot PDF and Print problems with QuickBooks Desktop.

Please let me know how it goes so I can get back to you right away. I'm always here if you have any follow-up questions or concerns. Have a good one.

I have an active subscription to Intuit Data Protect, but every time I check for valid subscriptions to turn on Quickbooks E-mail I get "Sorry, we can't grant you access to QuickBooks Email. We can't find an active subscription to a qualifying service or app such as QuickBooks Connect or Intuit Data Protect.

I've changed my password, signed out and back in, can even verify that I have a current subscription to Intuit Data Protect. 

I've come to make sure you're able to turn on your email service in QuickBooks Desktop (QBDT), @Russix. This way, you're able to send transactions through Webmail or Outlook accordingly.

Based on your description of the issue above, it seems like you have minor data issues with your company file that's why QuickBooks is unable to grant you access to QuickBooks Email. To automatically fix this, you can utilize the built-in Rebuild and Verify Data tools. Here's how:

1. Go to the File menu.
2. Choose Utilities and select Rebuild Data.
3. On the QuickBooks Information window, select OK. Follow the onscreen steps to save a backup.
4. Let the tool repair your file. It may take some time. QuickBooks may seem stuck, but as long as you can move your mouse, the tool is working.
5. When the tool finishes, select OK.
6. Go to the File menu.
7. Choose Utilities and select Verify Data.
8. Let the tool check your file for data issues.

Before you continue turning on QuickBooks Email, make sure to update QuickBooks to the latest release, you’re using Outlook 2010 or newer, and you have an Outlook email profile. Once you're done, continue with the process by setting up the service in QBDT. For the step-by-step guide, you can refer to this article: Connect your email to QuickBooks Desktop.

In case this matter persists, I'd recommend performing the solutions provided in this article starting with Solution 2: Fix data damage on your QuickBooks Desktop company file.

Also, I'm adding these articles to guide you in fixing any possible issues that may occur while connecting online email services and send transactions directly from QBDT: 

• Fix Outlook is missing in send forms preferences

• Gmail couldn’t sign you in from QuickBooks Desktop

• Fix webmail password issues in QuickBooks Desktop

You can keep me posted on how it goes by leaving a comment below. If you have other concerns in emailing reports and sending transactions directly from QBDT, I'll gladly help. Take care, and wishing you continued success.