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Community Explorer **

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 01-09-2019

Accepted Solutions
QuickBooks Team

Re: 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. statement 1.gif

       

    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!

2 Comments
QuickBooks Team

Re: 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. statement 1.gif

       

    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!

Community Explorer **

Re: How to email statements & invoice in one email?

@juVielL  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.