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Customize email templates in QuickBooks

You can manually create email templates for your QuickBooks Desktop transactions. You can also customize your email templates using pre-built data fields.

Important: To customize your e-mail template, the company file needs to be in Single User mode. Also, you must log in as Admin or have the permission to modify company preferences.

To set up your template:

  1. From the Edit menu, select Preferences then Send Forms.
  2. Go to the Company Preferences tab.
  3. From the Delivery Method Default drop-down, choose E-mail.
  4. From the Email Templates drop-down, choose the specific transaction.User-added image
  5. Select Add Template.
  6. Modify the email template as necessary.
  7. To insert pre-built data, select Insert Field.   Note:  In QuickBooks 2020, you can also add the customer's purchase order to the subject line -Customer PO No: (Subject)
  8. To set the template as default, make sure to select Default, then Save.
  9. Select OK to close the Preferences window.

If you batch email and the transactions still use the old template:

You may notice batch invoices (as well as other transactions like estimates and statements) sent using the default or old email template after the template was changed or edited. This may happen if you created batch invoices before editing the templates.

To resolve the issue, follow one of the following solutions:

  1. From the Edit menu, select Preferences then Send Forms.
  2. Go to the Company Preferences tab then select the transaction.
  3. Highlight the template you want to use and select Edit.
  4. Highlight the message and press Ctrl+C.
  5. Go to File then select Send Forms.
  6. Select the email you want to edit. Highlight the email body and press Ctrl+V Note: You may need to select Edit Email if you are using QuickBooks Desktop Enterprise.
  7. Select Send Now.
  1. Open the transaction.
  2. Uncheck Email Later then select Save & Close.
  3. Re-open the transaction and select Email Later, then Save & Close. The transaction should now use the current email template.User-added image

This will put the transaction back to the email queue and should now use the new default template.

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