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Chrissy3
Level 3

How to make invoice number show up in email subject line of invoice in QBO?

How can I make the invoice number to show up automatically in the subject line when sending an invoice or estimate email to clients?

I tried to make it work by adding "<NUM>" in my subject line of my email, but it won't work. I tested it by sending an email to myself and see if it would work, but it still won't show up with the invoice number.

Please anyone who can help with this. I would appreciate it! Thank you!

 

Below screenshot of sending an invoice email.

email screenshot.jpg

 

Solved
Best answer May 22, 2020

Best Answers
KathyS296
Level 4

How to make invoice number show up in email subject line of invoice in QBO?

The invoice number appearing in the subject line is the default setting, so I'm not sure how this happened.  With an invoice on your screen, Go to Gear, change what your customers see, Emails, and be sure the subject line reads Invoice [Invoice no.] from or similar.

 

If this solves your issue please mark as solved so persons answering questions can skip this question and move on to another question where an answer is needed.. 

View solution in original post

12 Comments
KathyS296
Level 4

How to make invoice number show up in email subject line of invoice in QBO?

The invoice number appearing in the subject line is the default setting, so I'm not sure how this happened.  With an invoice on your screen, Go to Gear, change what your customers see, Emails, and be sure the subject line reads Invoice [Invoice no.] from or similar.

 

If this solves your issue please mark as solved so persons answering questions can skip this question and move on to another question where an answer is needed.. 

View solution in original post

Chrissy3
Level 3

How to make invoice number show up in email subject line of invoice in QBO?

It worked! Thank you so much!

 

gsobsey
Level 1

How to make invoice number show up in email subject line of invoice in QBO?

This not working for me. I tried copy and pasting your text, typing it in, etc. Can you help me understand how to have invoice number automatically populate in client emails


@KathyS296 wrote:

The invoice number appearing in the subject line is the default setting, so I'm not sure how this happened.  With an invoice on your screen, Go to Gear, change what your customers see, Emails, and be sure the subject line reads Invoice [Invoice no.] from or similar.

 

If this solves your issue please mark as solved so persons answering questions can skip this question and move on to another question where an answer is needed.. 



MaryAnn_E
QuickBooks Team

How to make invoice number show up in email subject line of invoice in QBO?

Hi there, @gsobsey.

 

The Form numbers option may be selected in the invoice template. Let's verify it by following these steps:

 

  1. Click the Gear icon located in the upper right-hand corner.
  2. Under Your Company, click Custom Form Styles.
  3. Click the Edit link of the default invoice template.
  4. Click the Content tab, and click the header part of the invoice to expand more options.
  5. Under Form, if the Form Numbers box is checked you may uncheck it so the invoice number won’t show on the customer’s emails.
  6. Click Done.

 

 

Then, try printing your invoice and check if the invoice number shows up.

 

 Check out the How to Customize Invoices in QuickBooks Online article for additional resources. It contains screenshots and complete information on how to change the layout, design, and data fields that show on the invoices.

 

If you need further assistance with the customization process, post a comment below. I’ll get back to help and make sure this is taken care of for you. Have a great rest of the day.  

ELJXMCEU1
Level 1

How to make invoice number show up in email subject line of invoice in QBO?

Same problem here. And the proposed solution doesn't work.

JonpriL
Moderator

How to make invoice number show up in email subject line of invoice in QBO?

Hello @ELJXMCEU1,

 

Let me walk you through the steps on how to customize your email messages to show the transaction numbers when sending invoice to your customers.

  1. Go to the Gear icon.
  2. Under YOUR COMPANY, select Accounts and Settings.
  3. Select Sales.
  4. On the Messages section, select the Pencil icon.
  5. Below the Sales form menu, select Invoice.
  6. Enter the following text as your email subject line: Invoice [Invoice No.] and/or your company name.
  7. Select Save.
  8. Click Done.

In the same manner, I've also included this reference for a compilation of articles you can use while working with us: Sales and Customers for QuickBooks Online.

 

If there's anything else that I can help you with, please let me know in the comments below. I'll be here to lend a hand.

 

aainc
Level 1

How to make invoice number show up in email subject line of invoice in QBO?

hello -

I am trying to add a custom field to be automatically added to the subject line. Currently the [Invoice No.] pulls our invoice number but I would also like to add my clients order number which I have under [CUSTOM-1]. When I add [CUSTOM-1] to the template and save it, it doesn't pull the data from the form. Instead it treats it as text so every subject line just says "[CUSTOM-1]"

Jessica_young
QuickBooks Team

How to make invoice number show up in email subject line of invoice in QBO?

I can help you with your invoice,

 

 

This is a fantastic thought, @aainc, and I can see how this would be very useful.

At this time, however, this option is not available to map custom fields to the subject lines within an invoice. 

 

I’m happy to share this feedback with our development team for future changes within the product, and you can always keep an eye on our blog for the newest updates within our Intuit products.

 

If you find it helpful, I've included this article for you to look over: How to Customize Invoices in QuickBooks Online.

 

Please let me know what else I can help you with, I’m only a post away to answer any questions! Have a fantastic weekend.

 

 

aainc
Level 1

How to make invoice number show up in email subject line of invoice in QBO?

Hi Jessica - any update from your team as to when this may be an option? In searching other threads I see this request come up often (different fields but the same mapping idea)

JessT
QuickBooks Team

How to make invoice number show up in email subject line of invoice in QBO?

Hello aainc,

 

I also like the idea of ​​automatically detecting custom field data in the subject line of an email. This speeds up the email work and prevents errors. As of this time, we haven't heard an update about this. I would recommend suggesting again by clicking on the Gear icon and choosing Feedback.

 

Feedback makes our engineers aware of the features that our clients want to see or change in QuickBooks. I believe they receive thousands of them. The feature with the most number of requests will be subject to deliberation and approval and is more likely to get implemented.

 

New features are usually featured on the QuickBooks Blog page.

 

If you have other questions or suggestions, feel free to go back to share them with us here in the Community. Take care and more power to your business!

Mastap
Level 1

How to make invoice number show up in email subject line of invoice in QBO?

This system should ahve a CENTRAL documentation as to which tags we can use.

This is so basics I can't beleive how low key the documentation is for such a capital system

Mastap
Level 1

How to make invoice number show up in email subject line of invoice in QBO?

[Invoice no.]  does NOT work

[Invoice number] neither.

We don't know WHICH tags work. no one knows.

 

This system should have a CENTRAL documentation as to which tags we can use.

This is so basics I can't believe how low key the documentation is for such a capital system

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