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Customer Email Template

Greetings,

How can I set up an email form (template) to customers to remind them of upcoming maintenance dates, etc.

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Best answer 01-03-2019

Accepted Solutions
Established Community Backer ***

Re: Customer Email Template

Edit menu > Send Forms, Company Preferences tab. make a New Outgoing Email message. Set them as Default before generating forms to send. Examples that I rotate through, throughout a year for one of my client files:

Board of Directors opening

Annual Neighborhood Yard Sale Notice

County Weed Grant application

"CCR Available" (water quality reporting, DEQ requirement to notify users)

"Sign up for Auto-Pay" <== the regular default when not needing to provide notifications

etc.

And you can select one "on the fly" such as I just created:

Resending (in the Subject line, I include this statement)

View solution in original post

10 Comments
Established Community Backer ***

Re: Customer Email Template

Edit menu > Send Forms, Company Preferences tab. make a New Outgoing Email message. Set them as Default before generating forms to send. Examples that I rotate through, throughout a year for one of my client files:

Board of Directors opening

Annual Neighborhood Yard Sale Notice

County Weed Grant application

"CCR Available" (water quality reporting, DEQ requirement to notify users)

"Sign up for Auto-Pay" <== the regular default when not needing to provide notifications

etc.

And you can select one "on the fly" such as I just created:

Resending (in the Subject line, I include this statement)

View solution in original post

Frequent Explorer *

Re: Customer Email Template

Thank you! Much appreciated.

Frequent Explorer *

Re: Customer Email Template

One last clarification - I need to create a 'attachment' etc. in order to send the email?  It appears that without the invoice / statement, etc. no email is being generated?

 

Did I misunderstand s.th.?

 

Thank you.

Established Community Backer ***

Re: Customer Email Template

It isn't clear what you are asking about regarding "attachment."

 

When you have an invoice ready to send, either using Email from the ribbon, or loading them into the queue, the program Generates the outgoing transaction as the attachment for that message. The Send Forms Preferences is your tool = where you Define things you want to see and use later within the program's functions.

 

If you are describing that you need to send an attachment to everyone, this is not a QB function. QB is not your Email Client. It is meant to use to email its transactions and forms, not general Email like Outlook is an Email Client.

 

If you want to attach something to every Invoice you generate, then since around QB 2015, when you email that transaction, the attachment to that specific transaction is also included in the outgoing email.

 

And when you email something one at a time, in the email pop up, you can manually attach something else.

 

Example: QB is not the tool to Email Messages. That would be Outlook or Gmail or Thunderbird. that is the job of an Email Client = a communication program. QB is your financial program.

Frequent Explorer *

Re: Customer Email Template

Thank you.  I understand what you are saying. I was hoping to be able to 'sort' for certain clients and input their email addresses directly into an email....f.ex. if they purchased a certain item 18 months ago, I could sent an email to just those customers that purchased that particular item to remind them of the 18-months service deadline.  I guess, I was hoping for a CRM-type solution.

 

Again, thank you for your time and input.

Frequent Explorer *

Re: Customer Email Template

What <fields> can you inset on the RE line of the  Email template to send out invoices?  I do know you can insert <NUM> but I would like to add the Customer's Company Name  to the RE Line.   Then it is easy to skim over sent invoices to find the email you need to resend to a customer.

Thank you, Ann

QuickBooks Team

Re: Customer Email Template

Hi 1anngm,

 

At the moment, inserting the customer's company name in the Subject field is unavailable. You can only insert the information in the body of the email template.

 

Here's an article for more information: Customize email templates in QuickBooks.

 

I'd also suggest sending feedback about this option to our product engineers. To do that, click the Help icon located at the top, and select Send Feedback Online.

 

All feedback goes to them, and everything we update in QuickBooks Desktop is based on the information provided. 

 

Feel free to reach out to us if you have any other questions. Thanks.

Established Community Backer ***

Re: Customer Email Template

"Then it is easy to skim over sent invoices to find the email you need to resend to a customer."

 

In Desktop, you already access this from Customer Center, the name, on the left, then their EMail tab, on the right, shows what you sent. To see actual Sent, either your own email service keeps them (such as Sent using Thunderbird or Outlook or Gmail). I use Yahoo and SMTP, so in QB, I set my own email as the BCC address. Now, anything I send, I also get a blind copy, and when a Customer tells me they need it resent, I send from there.

Not applicable

Re: Customer Email Template

re: : Customize email templates in QuickBooks.

 

...I originally made this suggestion a few years ago, and a few times periodically thereafter, and again today O:)

 

I hope they do this soon, it would save me, and I am sure many others, a lot of time to be able to call out any field on an invoice and have it populated in the email template!

QuickBooks Team

Re: Customer Email Template

Hi there, @mrxtreme28.

 

Thanks for joining us here in the Community. I'm here to help share some information about customizing templates in QuickBooks Online.


Our Engineering team is constantly working to improve the product. I appreciate your help in bringing things like this to their attention. For now, I'd suggest visiting our QuickBooks Online Blog regularly to be updated with our latest news and updates including product improvements.  

 

Also, I'll take your request and will update you once this information is available for our users.

 

Please know that I'm just a reply away if you have any other questions concerning QuickBooks. I'd be happy to help. Take care.

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