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

It worked! Thank you so much!

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

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@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.. 

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? 

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.  

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

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.

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]"

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.

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)

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!

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

[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

Hey Jess - - any updates on this feature?

Thank you for reaching back to us, @aainc.

Your suggestions are important to us in developing the product. The feature to ​​automatically detect custom field data in the subject line of an email is still unavailable. We're unable to provide the exact time frame to when this will be added to our program. 

Our developers based the adding of features on the number of requests they received from customers like you. As always, we encourage you to visit the QuickBooks Blog to check for new updates and features that we have. 

You can refer to the following article for more information about personalizing and customizing the appearance of your sales forms in QuickBooks Online: Customize invoices, estimates, and sales receipts in QuickBooks Online.

Please feel free to visit us here on the Community page if you have any other invoices concerns, I'll be always here to help you. Have a great day ahead!

So much confusion in this post!

-Some say it works

-Employees confirm it does and give placeholder text

-Then another employee states that this is not yet implemented.

What is this? Can we get proper support out here? Do we need a supervisor?

There is SO MUCH confusion in this post!!!

1-employee states it works and give placeholder text for it

2-another employee affirms this feature is not implemented

and so on, back and forth!

What is this? Can't we get proper support from a dev1supervisor or something?

Hi there, @Wasapi.

Let me help you clarify things out for you. 

The option to automatically detect custom field data in the subject line of an email is a great idea to be added in the program.

For now, there is no specific timeline as to when will this be available in QuickBooks Online (QBO). 

I can see how this option would be helpful for you and your business. Therefore, let me take note of this as a suggestion to improve your QuickBooks experience.

If you wish to connect with our phone support, simply follow these steps:

1. Click the Help menu in the upper-right hand corner and click Talk to a human.
2. Type in "Talk to a human", then press Enter.
3. Look for I still need a human and click on it.
4. Select Get help from a human.
5. Choose between Chat with us, Schedule an appointment, or Have us call you.

 
You can also check out our support hours to ensure that we address your concerns on time.

Moreover, you can visit our Firm of the Future site. This is where we share recent happenings and future developments, such as updates to newly added features.

If you have any other concerns, feedback, or questions, don't hesitate and come back to the Community. I'm always here to help you. Have a great day.

This question is NOT about "detect custom field data".

The question is "How to make invoice number show up in email subject line of invoice in QBO"

Thank you for the prompt reply, @Wasapi. I'll take care of this query for you. 

As user @KathyS296 stated above, the option to automatically add the invoice number on the subject line is available by default. Follow these steps to check:

1. Go to the Gear icon, then select Account and settings.
2. Move to the Sales tab.
3. Click the Messages section.
4. Look for the Email subject line box.
5. It should show Invoice [Invoice No.] from (Company name). Edit it if you see something else. 
6. Right after, press Save then Done.

If you need to send an invoice to several email addresses, see the steps in this article: Email a sales form or report to multiple email addresses.

Post a reply if you have other questions about the subject line of invoices in QuickBooks Online. I'll be around to help you out. Enjoy the rest of the day!

My QB is in French.

If I place "Facture # [Invoice No.]" in the Subject the customer will receive "Facture # [Invoice No.]", they will not receive "Facture # 123456".

You have to use [Invoice No.] in Accounts and Settings.  [Invoice no.] didn't work for me, but [Invoice No.] does.

This formum helped, thanks....does anyone know if you can use a placeholder to get the ship to address in the subject line too?

Glad to have you here in the Community, screenmedic22.

We can only have a placeholder for the invoice number and firm name at this moment. As a workaround, you might want to construct a template for recurring invoices. You can also alter the number of days to send the invoice in advance and the message.

Here's how:

1.     Click the Gear icon, then select Recurring Transactions.
2.     Select the New button and choose Invoice from the Transaction Type drop-down, then click OK.
3.     Enter the Template Name and the Number of days in advance
4.     Fill out the Interval section and the necessary information.
5.     In the Message on the invoice field, enter the message you want to show on the invoice.
Select the Save template button.

See the instructions in this post if you need to send an invoice to many email addresses.

I'll always be here if you need anything else. Have a great day!

please share the COMPLETE list of placeholders we can use.