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How to set up or change customer messages in QuickBooks Online

SOLVEDby QuickBooks429Updated December 20, 2023

Learn how to change or set up messages to your customers in QuickBooks Online, and also how to print a message on the statement.

Change the greeting that is emailed with sales forms

  1. Go to Settings Settings gear icon..
  2. Select Account and settings, then Sales.
  3. In the Messages section, select the edit (pencil ✎) icon.
  4. Place a checkmark in the box next to Use greeting, then from the dropdown choose your ideal greeting.
  5. In the Sales Form dropdown, select the desired Sales Form type:
    • Invoice
    • Estimate
    • Credit Memo
    • Sales Receipt
    • Statement
    • Refund Receipt
  6. For the Subject and Email message, you can leave the verbiage in the box that is provided or type in your own custom messages.
    Note: QuickBooks autofills an invoice subject line, which will override what you setup here. You'll have the option to revert this suggestion before you send the invoice.
  7. If you would like to receive a copy, place a checkmark in the box next to Email me a copy.
  8. After you've made all the appropriate changes to the message, select Save.
  9. Select Done.

Global message updates for invoice, sales forms, and estimates

Here's how to set up or change the message globally for invoice & sales form or estimates:

  1. Go to Settings Settings gear icon..
  2. Select Account and settings, then Sales.
  3. In the Messages section, select the edit (pencil ✎) icon.
  4. From the Sales form dropdown under Blind Copy (Bcc) new invoices to address, select Invoices and other sales forms or Estimate and type the default message to customers.
  5. Select Save and Done.
  • You can create a different default email message for each sales form. Just change the dropdown box to show the appropriate sales form (Invoice, Estimate, Sales Receipt, Credit Memo, Statement). If you need to make changes to the message for individual customers, you'll need to make the changes manually while you are creating the sales form. You'll see the default message under Message displayed on the sales form; you can overwrite the default message on an individual sales form.

Print a message on the statement

Here's how to print a message on the statement:

  1. Open a Word Processing program.
  2. Scroll to the bottom of the page and type your message to the customer.
    Note: Depending on the program and your printer settings, you may need to adjust margins.
  3. Print the page containing the message you just typed.
  4. Place the page containing the message back in the printer and print a statement on the same page. If you place the message low enough on the page, it should fall outside of the printed statement.
  5. This may require a bit of trial and error to ensure your message is not overlapping any of the statements. Once you get the message lined up correctly, we recommend saving this document for future use.

Note: Because this workaround uses another program, if you need further assistance, please contact support for that program as QuickBooks Online representatives are unable to support any third party software.

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