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Connect and track emails in QuickBooks Desktop for Mac

by Intuit•1• Updated 2 years ago

Learn how to connect and track emails in QuickBooks Desktop for Mac.

When you connect your email provider to QuickBooks, you can email invoices, reports, and sales forms directly from QuickBooks. Then, you can track them so you know the emails you sent to your customers or vendors. Here’s how.

Connect your email to QuickBooks

You can set up multiple email accounts and QuickBooks remembers which email address to use for each type of message. Here’s how to set it up:

  1. Go to QuickBooks, then select Preferences.
  2. Select the Email icon.
  3. From For sending Emails… section, select one of the two options:
    1. Send using your Default Email handling application. Use your default email. For example, Mail or Outlook.
    2. Send directly out of QuickBooks using your Email Account. Add your email account through a separate email service, like Gmail.
  4. If you choose to use your default email application, you’re ready to go. If you choose a different email account, select Gmail or Custom in the Email Provider ▼ dropdown. Then, follow the next steps.

If you select Gmail as your email provider

  1. Select the Enhanced Security checkbox, which we recommend.
  2. Follow the steps to authorize access to your email address. Select OK to get started.

If you select Custom as your  email provider

  1. If you choose Custom or you didn’t select the Enhanced Security checkbox, give the account a name that you can easily identify. Then, fill out the remaining fields.

    Note: Your email provider can provide the appropriate SMTP settings.  Ports 25, 465, and 587 are the most common for email. 

    If you’re having trouble connecting, try different combinations of port and connection type. For example, Port 465 with Connection Type SSL/TLS or Port 465 with Connection Type StartTLS.

  2. Select OK. QuickBooks will attempt to validate the connection to your email provider’s server. If it’s valid, QuickBooks will close the sheet and show the account in the Email Accounts list.
  1. Go to QuickBooks, then select Preferences.
  2. Select the Email icon.
  3. From the For sending Emails…, section, select one of the two options:
    1. Send using your Default Email handling application. For example, Mail or Outlook.
    2. Send directly out of QuickBooks using your Email Account. Add your email account through a separate email service, like Gmail.
  4. If you chose to use your default email application, you’re ready to go.
  5. If you choose a different email account, give the account a name that you can easily identify. Then, fill out the remaining fields.

    Note: Your email provider can provide the appropriate SMTP settings. Ports 25, 465, and 587 are the most common for email. 

    If you’re having trouble connecting, try different combinations of port and connection type. For example, Port 465 with Connection Type SSL/TLS or Port 465 with Connection Type StartTLS.

  6. When you select OK, QuickBooks will attempt to validate the connection to your email provider’s server. If it’s valid, QuickBooks will close the sheet and show the account in the Email Accounts list.

You’ll find the email address listed in the From field of your message. Then, you can choose any account to send from.

Track emails you send

When you email a customer, QuickBooks records the message. We'll use tracking customer email as an example, but the process is the same for jobs and vendors.

  1. Go to Customers, then select Customer Center.
  2. Select the customer you emailed the form to.
  3. Select the Email tab. The list of the forms you emailed to that customer appears.

You can select the item in the emails list to open that transaction. If you want to stop tracking an email, you can delete it.

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