Sending sales order and Invoice to different email contacts

Hello, Fuling.

I appreciate your clarification and the additional details you provided. Let me share some information on how to set up sales order and Invoice to different email contacts.

You can email sales forms, invoices, and statements to your customers individually or as a batch. 

1. Click dropdown and select Email.

2. Add the email address that you want to include.

3. And Send.

For future preference, you can open this article: Verify that an invoice was emailed and read by recipient.

If you have further questions about setting up multiple emails, feel free to comment down. Take care!

Hi, Airell

Thank you for your quick response. However, it is not what I'm looking for. Sorry for confusion.

What I'm looking for is how to set up and send the sales order to different email address other than the email address I have set up for receiving invoices. I don't intend to send the form to multiple customers through the batch. 

As you know, normally in a corporation, the person who receives sales order/order confirmation is different from the person who receive the invoice. 

Thanks.

Hi there, @FulingSean.

Thank you for getting back to us. Let me help you send sales orders to different email addresses from an invoice. You'll need to manually enter the email addresses to whom you want to send the sales order and invoice.

Here's how:

1. Create or open a Sales order transaction.
2. Fill up the necessary details.
3. Click on Email.
4. Enter the email address in the To field.
5. Select Send.
6. Convert the Sales order to invoice by selecting Create Invoice.
7. Double-check the necessary details and click Email.
8. Enter another email address in the To field.
9. Select Send.

With QuickBooks Desktop, you can also create and send customer statements, providing a clear overview of their invoices, payments, credits, and balances.

Let me know if you have questions other than sending different email addresses from sales order to invoice. I'd be glad to help you anytime. Have a great day!

Hi, Mark

Thank you for the inputs. 

One step further, do you know if it is possible to set up the sales order with the new email address I entered as the memorized transaction? 

I tried but it didn't work. If I save the new email address I entered, then it will replace the original email address in the customer profile. 

If I do not save the new email address, it will show the email address in the profile when I click the "Email" again. 

Thanks.

Thanks for getting back to the thread, FulingSean. I acknowledge you want to set up the sales order with the new email address you entered as the memorized transaction. Allow me to chime in and share some information.

I agree with you. When you enter a new email address and save it, the system will update the customer profile. And the original email address will be replaced by the new one. However, if you don't save the new email address, the original email address will remain in the profile. I can see how convenient it is for you and your business. Currently, this is the default configuration in QuickBooks Desktop.

If you wish to use the new email address, you can manually enter the email address to whom you will send the sales order and the invoice.

I will also leave you this article to help you how to use and customize form templates in QuickBooks Desktop: Use and customize form templates.

If you have further concerns about your sales order, we're always available to answer them. Goodbye for now. Stay safe!

Is there a way to save two different e-mail contacts but only allow 1 (of the 2) for specific types of e-mails?

For instance, we have a customer who wants sales order confirmations to go to one address (order-confirmations@some_company.com) but they want invoices to go to a second address ([email address removed]). They want zero confirmation e-mails to go to the invoice e-mail account and zero invoices to go to the sales confirmation account.

So far it looks like QB can save both e-mail address but defaults to sending to both e-mail contacts unless edited. Which means no way to bulk e-mail them at once.

Thanks for joining this thread, Chi.

I agree that QuickBooks Desktop (QBDT) can save both email addresses. However, by default, emails are sent to both contacts, and you can't send bulk emails to them.

Currently, the feature to automatically send specific types of emails (such as sales order confirmations and invoices) to different email addresses for the same customer is unavailable in QBDT. For now, you'll need to manually select or edit the appropriate email address.

To enhance your experience with QBDT, I recommend sending us feedback. This way, our product development team can review your suggestion and likely consider it for future updates.

Here's how to submit feedback:

1. Go to the Help menu and select Send Feedback Online.
2. Choose the Product Suggestion option. A pop-up window will appear.
3. Type in your feedback suggestion.
4. Click the Send Feedback button.

Additionally, you can visit these informative articles that can help you manage your sales orders and invoices better:

• Use the Sales Order Fulfillment Worksheet
• Record an invoice payment

If you have any more questions apart from your customer's email addresses, please feel free to leave a comment below. I'll keep an eye out for your reply. Stay safe!