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Level 2

How to email statements & invoice in one email?

I am wanting to email my customers their monthly statement & invoices all in one email. Right now, the customer gets 2 seperate emails, one with the statement & one with all the invoices. I know sending everything in one email is an option I have done it in the past. I feel like I am missing a button, I feel like I was able to do it before I updated. It seems like the update to 2019 took a button away. Can someone please help refresh my memory? I am working on QB desktop pro plus 2019

Solved
Best answer January 09, 2019

Best Answers
Highlighted
QuickBooks Team

How to email statements & invoice in one email?

This is a great idea for a new software feature, @theresamarie.

 

Our goal is to make QuickBooks the go-to app for all sorts of small business owners. Let me share some information on how you can send your customer's monthly statement and invoices together.

 

Currently, the ability to automatically send your customer's statements and invoice in one email is not yet available. QuickBooks is designed to send an invoice by batch and statements by batch separately, even if the email address is the same, or even if you're sending it to the same customer. 

 

However, as an alternative way, you can manually attach the statement you've created to the invoice and send it.

 

Here's how:

  1. Create monthly statement.
    1. Click the Customer menu.
    2. Select Create Statements.
    3. In the Create Statement window, fill in the information that will be displayed on the statement. undefined

       

    4. Click Preview to review.
    5. Hit Print,
    6. Download Statement as PDF file.
  2. Create an invoice.
    1. Go to Customers.
    2. Choose Create invoice.
    3. Choose the recipient of the invoice.
    4. Enter the rest of the invoice details.
    5. Click Attach file.
    6. Locate where you save the downloaded statement.
    7. Click Done.
    8. Choose Email Invoice.

If you have more than one invoice for one customer that you you want to send together with the statement, you can send it by batch. Just choose one invoice where you can attach the statement.

 

The other option is for you to create both statement and invoice separately. Then, download to your computer and send it as email attachment outside QuickBooks.

 

Lastly, you can send it via the Collections Centre. Just make sure to enabled this feature in your company settings. 

  1. Go to Edit.
  2. Select Preferences
  3. Choose Sales & Customers.
  4. Click the Company Preferences tab. 
  5. Select the Enable Collections Centre to turn on.
  6. Click OK.

Once activated, here's how to send it:

  1. Click Customers.
  2. Choose Customer Centre
  3. Select Collections Centre.
  4. Choose either the Overdue or Almost Overdue tab.
  5. Click on the Select and Send Email link.
  6. Select the invoices and statement you want to send.
  7. The invoices and statement will be attached to the email as a PDF file.
  8. Click the Send button.

As your business continues to grow, you can be sure our app will grow alongside it. To see the new app features that are in store, stay tuned to our blog: https://intuit.me/2L2zqTv.

 

Our Community guides have tips on how to find and use each app feature, so be sure to check them out: Help articles for QuickBooks Desktop.

 

That should do it! This should get you on your way to sending your customer's monthly statement and invoices!

View solution in original post

13 Comments
Highlighted
QuickBooks Team

How to email statements & invoice in one email?

This is a great idea for a new software feature, @theresamarie.

 

Our goal is to make QuickBooks the go-to app for all sorts of small business owners. Let me share some information on how you can send your customer's monthly statement and invoices together.

 

Currently, the ability to automatically send your customer's statements and invoice in one email is not yet available. QuickBooks is designed to send an invoice by batch and statements by batch separately, even if the email address is the same, or even if you're sending it to the same customer. 

 

However, as an alternative way, you can manually attach the statement you've created to the invoice and send it.

 

Here's how:

  1. Create monthly statement.
    1. Click the Customer menu.
    2. Select Create Statements.
    3. In the Create Statement window, fill in the information that will be displayed on the statement. undefined

       

    4. Click Preview to review.
    5. Hit Print,
    6. Download Statement as PDF file.
  2. Create an invoice.
    1. Go to Customers.
    2. Choose Create invoice.
    3. Choose the recipient of the invoice.
    4. Enter the rest of the invoice details.
    5. Click Attach file.
    6. Locate where you save the downloaded statement.
    7. Click Done.
    8. Choose Email Invoice.

If you have more than one invoice for one customer that you you want to send together with the statement, you can send it by batch. Just choose one invoice where you can attach the statement.

 

The other option is for you to create both statement and invoice separately. Then, download to your computer and send it as email attachment outside QuickBooks.

 

Lastly, you can send it via the Collections Centre. Just make sure to enabled this feature in your company settings. 

  1. Go to Edit.
  2. Select Preferences
  3. Choose Sales & Customers.
  4. Click the Company Preferences tab. 
  5. Select the Enable Collections Centre to turn on.
  6. Click OK.

Once activated, here's how to send it:

  1. Click Customers.
  2. Choose Customer Centre
  3. Select Collections Centre.
  4. Choose either the Overdue or Almost Overdue tab.
  5. Click on the Select and Send Email link.
  6. Select the invoices and statement you want to send.
  7. The invoices and statement will be attached to the email as a PDF file.
  8. Click the Send button.

As your business continues to grow, you can be sure our app will grow alongside it. To see the new app features that are in store, stay tuned to our blog: https://intuit.me/2L2zqTv.

 

Our Community guides have tips on how to find and use each app feature, so be sure to check them out: Help articles for QuickBooks Desktop.

 

That should do it! This should get you on your way to sending your customer's monthly statement and invoices!

View solution in original post

Highlighted
Level 2

How to email statements & invoice in one email?

@IamjuViel  I hope it is added as new feature VERY SOON, hopefully by the next update. But in the meantime thank you so much for the 3 solutions. All three seem to be great solutions, some seem to be more work then it's probley worth. But the other 2 I will be working with over the next few days to see which one will work best for my circumstances. Again thank you so much for the different options.

Highlighted
Level 1

How to email statements & invoice in one email?

I have zero confidence this will be added in the next 5 years. This product lacks any major updates ever.  You can't even open 2 invoices at the same time in 2020.  Their new tagline should be "Quickbooks: we could be worse, we could be Peachtree."

One more thing worth mentioning, and maybe this is my lack of understanding, but when trying to email an Open Balance report from QB 2018, it will NOT autofill the email field as it normally does when emailing invoices.  If it got fixed in 2019, I'd also be surprised.

Highlighted
Level 2

How to email statements & invoice in one email?

I've been using the first option for awhile and it is a little time consuming but it does what I want. Thank you so much for ALL your help!!!

Highlighted
Level 2

How to email statements & invoice in one email?

Hi! I am having this similar issue. I did all the steps to turn on and activate the Collections Center option.

I selected the invoice for the customer that are over due and I sent them to myself as a test to see how they sent and were viewed. there were 2 problems i noticed that I don't know how to fix.

1. The 1st Invoice showed the price of the full Invoice; not the balance remaining. (So it shows she still owes for the full amount of the Pools and not the unpaid remaining amount)

2. How do i get the balance of all the unpaid invoices combined into 1 Statement so the customer sees and know how much she owes for everything and what it's for?

Thanks, Kim

Highlighted
QuickBooks Team

How to email statements & invoice in one email?

Thanks for sharing the details you've perform, @Luxury_Pools.

 

You'll want to adjust the statement date to show the balances of all unpaid invoices of your customer. Let me guide you how to do it in your QuickBooks Desktop (QBDT) software.

  1. Go Customer menu.
  2. Click Create Statements.
  3. In the Create Statement window, adjust the Statement Period From.
  4. Select the appropriate customer for the statement.
  5. Click Preview to review.
  6. Then click E-mail to send the statement to your customer.

You might also want to check this link for reference in case you need to learn some tips on how to personalize your invoice: Use and customize form templates.

 

Let me know if there's anything else you need help with. I'm always here to have your back. Keep safe!

Highlighted
Level 2

How to email statements & invoice in one email?

Hi JasroV. 

Thank You! That worked perfectly. It was exactly what I was looking for.

Kim

Highlighted
QuickBooks Team

How to email statements & invoice in one email?

Hey there, @Luxury_Pools

 

I'm excited to see that the steps provided by my colleague were able to resolve your issue. Thank you for letting us know what worked for you. 

 

Feel free to reach out to the Community any time. Wishing you and your business continued success. Take care and have a splendid day! 

Highlighted
Level 1

How to email statements & invoice in one email?

I follow the instructions to send both invoice and statement with Collection Centre, but it only shows the invoices and not the statements.  What do I need to do so both invoice and statements are show on the Collection Centre?

Highlighted
Level 1

How to email statements & invoice in one email?

I activated the Collection Centre but it's only showing the invoices but not the statements.  What do it need to do so both the invoices and statements are showed there to e-mail them together?

Highlighted
QuickBooks Team

How to email statements & invoice in one email?

Thanks for joining in this conversation, @TPS - VN. The Collection Centre will show on the invoice only and not on the statements. 

 

I understand how this feature would be useful for you and your business. We appreciate your feedback on this as this will help improve our products and services in the future. 

 

I'm encouraging you to visit our Firm of the Future. We have a good read article about tips for creating organized financial statements. 

 

Feel free to message again if you need anything else. We're always here to help in any way we can.

Highlighted
Level 1

How to email statements & invoice in one email?

Just to clarify, the instructions posted here states "select the invoices and statements you want to send", so this is wrong?  It cannot be done right?

Highlighted
QuickBooks Team

How to email statements & invoice in one email?

Hello there, TPS - VN.

 

Yes, the steps provided by my colleague only show invoices where you can select invoices that are overdue or almost due in the Collection Center. You can use the options IamjuViel on how to email statements and invoices by batch separately. 

 

For more details, feel free to check out these references:

The Community is always available 24/7. You can always post here if you have other questions. Take care and stay safe!

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