Setting up multiple emails

ewright12 · ‎January 20, 2020

Hi, I am trying to figure out if it is possible to set up multiple outgoing emails for my company. We have emails set up for our estimating and invoicing departments but cant figure out how to set it up in qb. We want to be able to send an estimate using our estimating email and send invoices with our invoicing email instead of having one default email for all outgoing items.

Thanks!

Michelle_b · ‎January 20, 2020

Hi there, @ewright12.

QuickBooks Desktop lets you set up multiple email templates as required by your clients. I'm glad to assist you on how to add your email template in the invoice or estimates.

Here's how:

Go to the Edit menu, choose Preferences.
Select Company Preferences, then click Send Forms.
In the Delivery Default drop-down arrow, pick E-mail.
From the Email Templates, choose either Invoices or Estimates.
Hit Add Template then enter the email address.
You can select Insert Field to put a dynamic data field in your email.
Click Save, then press OK.

Once you're done adding an email, let's create a sample invoice or estimates to verify if the email will take effect. You can send an invoice/estimates with their email template by clicking the Email drop-down in the Send Forms menu. Let me show you how:

Click Customers, then choose to Create Estimates.
Fill out the needed boxes and put a check-mark in the Email later.
Click Save and Close.

After that, you can go to the File menu and select Send forms. From there you can select one of your templates when you send a batch of emails.

I've attached a screenshot for your reference:

You may check out this article for additional information about the process: Create custom email templates in QuickBooks Desktop.

Also, feel free to read these handy articles for your reference: These articles will guide on how to fix email template issues, create custom Field, and customizing forms:

Don't hesitate to leave a comment below if you have follow up questions. I'm always to help. Take good care.

View solution in original post

Michelle_b · ‎January 20, 2020

Hi there, @ewright12.

QuickBooks Desktop lets you set up multiple email templates as required by your clients. I'm glad to assist you on how to add your email template in the invoice or estimates.

Here's how:

Go to the Edit menu, choose Preferences.
Select Company Preferences, then click Send Forms.
In the Delivery Default drop-down arrow, pick E-mail.
From the Email Templates, choose either Invoices or Estimates.
Hit Add Template then enter the email address.
You can select Insert Field to put a dynamic data field in your email.
Click Save, then press OK.

Once you're done adding an email, let's create a sample invoice or estimates to verify if the email will take effect. You can send an invoice/estimates with their email template by clicking the Email drop-down in the Send Forms menu. Let me show you how:

Click Customers, then choose to Create Estimates.
Fill out the needed boxes and put a check-mark in the Email later.
Click Save and Close.

After that, you can go to the File menu and select Send forms. From there you can select one of your templates when you send a batch of emails.

I've attached a screenshot for your reference:

You may check out this article for additional information about the process: Create custom email templates in QuickBooks Desktop.

Also, feel free to read these handy articles for your reference: These articles will guide on how to fix email template issues, create custom Field, and customizing forms:

Don't hesitate to leave a comment below if you have follow up questions. I'm always to help. Take good care.

Denise3 · ‎February 03, 2020

You included a screenshot of the forms send screen. I am currently working in Quickbooks Enterprise and want to send multiple invoices in one email. I don't have the line coming up on the bottom "combine forms to a recipient in one e-mail". I'm on version 18.0.

Jen_D · ‎February 03, 2020

Hello there, @Denise3,

The option to send multiple forms to a single customer is only available for QuickBooks 2020. If you're using a later or lower versions, the checkbox for Combine forms to a recipient in one email will not be available for them.

See this article to learn more about this feature: Email sales forms in QuickBooks Desktop.

To complete your tasks, continue emailing the forms just like what Michelle_b suggested in her answer. You can also opt to upgrade your service to the latest version. See the current pricing and features for QuickBooks 2020: Choose your QuickBooks Desktop product.

If you have other questions about QuickBooks and its processes, let me know in the comment. I'll be more than happy to share and provide further assistance. Have a good one!

Jlgreen · ‎May 13, 2020

I am using 2020 Quickbooks online and I need to setup different email messages. I have created different custom invoice forms but whenever I change an email message it changes all email messages in every custom invoice form. Can you help?

MirriamM · ‎May 13, 2020

Welcome aboard to the Community, @Jlgreen. Thanks for joining the thread.

In QuickBooks Online (QBO), once you update the email message on a specific template, the changes will also affect other templates on the Custom form styles list. As a workaround, you can import a template which allows you to have more personalized information to use when emailing your transactions.

To import a template, here's how:

Click the Gear icon at the top.
Select the Custom Form Style.
Under the New style drop-down, choose Import style.
Hit on the Save and upload your file field.
Pick on Next.

For more details about this process, check this article: Import Custom Form Styles for Invoices or Estimates.

You're always welcome to post again if you have any other concerns about the invoice template or any related to QuickBooks. I'll be around to help. Have a good one.

**Say "Thanks" by clicking the thumb icon in a post.
**Mark the post that answers your question by clicking on "Accept as solution".

BendHFC · ‎May 21, 2020

So there's no option in QBO to have your estimate send from a different email address than your invoices? They will all send for the "forward facing" address? I'm not a fan of a workaround that asks people to respond to a different email than what it came from since most people will hit replay. Our sales team and invoicing team are 100% separate so we'd like the option to have different email addresses for each form. Seems like a fairly simple ask.

Thanks,

ZackE · ‎May 21, 2020

Hi there, BendHFC. Thanks for reaching out to the Community.

You're correct, both estimates and invoices sent from QuickBooks Online will send from your customer-facing email address. I've submitted feedback to our product development team so that different emails for specific documents is considered in future updates.

I thought of a workaround for this that I'd like to share with you. QBO provides the ability to download sales forms once you've created one for a customer. You can save a copy of an estimate and then email it to the client from whatever email address you'd prefer, outside of your books. This way it's bypassing the client-facing email that you have on file in your account.

Here's how to get a copy of an estimate saved to your computer:
1. In the navigation bar on the left, go to Sales, then Customers.
2. Click on the client's display name to open their profile.
3. Locate the one you want to download and use the dropdown arrow (▼) icon in the Action column.
4. In the drop-down menu that displays, select Print. A new tab will open with a PDF file.
5. Move your cursor to the top-right corner of the page to show the action icons.
6. Hit the download icon.

A file explorer window will pop up asking where you'd like to save the file. Choose where you want to place it on your computer, then use the Save button to complete the process.

The estimate will begin downloading to your computer. Once it finishes, you can access any email address you'd like and send your customer a copy of the document.

Here's a couple helpful resources which may come in handy:

Please feel more than welcome to reach out to me here if you have any questions. Have a wonderful day!

JustJen · ‎June 17, 2020

We are facing the same situation with QBO...wanting to set up multiple customer facing email addresses for the different forms (POs, Estimates, Invoices etc).

I hope in the very near future this will be an option. It's a pain to download each time and attach to an email. We're going for efficiency, not doubling the work.

CurtJ · ‎August 02, 2020

Agree; able to place multiple emails in customer set up and not have these auto-populate in invoices is confusing and causing major time-sucking effort.

mlowery · ‎July 07, 2021

Where is this Edit menu you mention, please? I looked at the article you linked, but it looks like the screenshots are from a previous version of QB, because my account looks nothing like that.

I can't find any Edit menu, or anything called Preferences anywhere.

I do see that I'm able to add a Gmail address, but this doesn't help me since I'd prefer to use my domain-based email address with my actual company name so my invoices look more professional than if they're using a free email provider address.

Appreciate any assistance you can offer. Thank you!

katherinejoyceO · ‎July 07, 2021

Thanks for following this thread, @mlowery.

The steps shared by my colleague Michelle_b above are for QuickBooks Desktop.

I've got you the steps to update the email address and other info that customers see on your sales forms and invoices:

Go to the Settings menu, then choose Account and settings.
Select the Company menu, then select Contact email. More fields will appear when you select an area, and the question mark for each field will tell you what it’s for.
Click Save and Done to finish.

For future reference, you can also check out this article should you need to make some changes to your business name, contact info, or EIN in QuickBooks Online.

I'd be happy to know how it goes so I can guide you some more. Stay safe!

mlowery · ‎July 08, 2021

Ah! My mistake. I didn't notice the "Desktop" part of the post. Thank you for clearing that up, Katherine, and for the additional instructions! :-)

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