Level 7

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Edit default email text

Forum|Forum|7 years ago
December 11, 2018
9 replies
6 views

How do I edit the default text in emails that Quickbooks creates to send invoices to customers? I have tried clicking just about every menu in Quickbooks as well as going to the QB support site and can't seem to find how to change something that should be pretty simple to change.

QuickBooks Desktop

Best answer by SkinnyRaven

Edit the text in the first window when you send a form.

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SkinnyRavenAnswer

Level 6

Edit the text in the first window when you send a form.

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lindak1119Author

Level 7

When sending multiple invoices, that would require editing the same text multiple times. Not too efficient for a company such as Intuit that charges premium prices for its products.

A

Ashley5

Click Edit > Preferences > Send Forms, and then click the tab that says "Company Preferences". The drop-down box that says "change default for", you can change the default text for invoices, estimates, sales orders, and other documents that are commonly e-mailed from within QuickBooks. Once you have made your updates, click the OK button to save your changes.

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lindak1119Author

Level 7

I cannot find Preferences under Edit. I am using Quickbooks for Mac 2014. From what I read in these support forums, there appear to be a number of "gotchas" of normal QB functions that are not available on the Mac version.

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lindak1119Author

Level 7

From the cog top right corner choose "company settings"

From the left hand menu click 'sales'. Then you can edit your messages by clicking on the section.

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lindak1119Author

Level 7

Yes. Now that makes sense; Begin by CLICKING THE COG.

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toddlw2006

I need this too!! I want to just edit the default template for the email rather than have to edit each time. Any help QB??

BettyJaneB

Level 9

Thanks for joining us here in the Community today, @toddlw2006.

I hear you and realize the importance that this feature can have on your business. Sending your feedback online is a big help for us to determine the features that needs to be added to our product. At this time, I'll also do my part and raise this concern so we'll be able to help you run your business easier.

Your willingness to help us improve our products is highly appreciated.

Don't hesitate to reach back out to us if you have any questions. The Community is always here to help. Have a good one!

C

CateQ

At the top of the window go to:

Edit
Preferences
Send Forms
Company Preferences
Select Template

This is where you can create, edit, delete, and make detault the emails that you send for all documents, including invoices.

K

KRA

Quickbooks is not saving the edits I make to the outgoing invoice email. I customize each outgoing email when sending invoices to indicate a description of the job we are invoicing for. It has always worked in the past, but yesterday (Monday, April 19) it decided to stop working for me. Was there an update that changed this feature. I went into my company preferences to look and see if there was a reason or box to select the would save any edits made to outgoing invoice emails. But I didn't see or find anything like that. Please reply.

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Mich_S

Level 5

Hi,@KRA.

Thank you for reaching out to the Community. Let me help you with editing the default email on your invoices.

Since QuickBooks is still using the old template when emailing invoices, here's how we can apply the new template:

Go to the Edit menu and select Preferences.
Select Send Forms. Then choose Company Preferences.
Choose a template to use and click on Edit.
Copy the message body text.
Go to File and select Send Forms.
Select the email you want to send. Paste the copied text into the body section.
Select Send Now.

In case you still experience the same issue, you can review this article for more details: Fix custom email template issues in QuickBooks Desktop. You can maximize the content under solution 2.

Please let me know if I can be of any help. Have a great day!

T

TGarciaPA

Mich_S,

Appreciate your help, but the issue isn't with the template or wanting to change the defaults. It's with being able to pull up the template to email from within Quickbooks, and being able to *add customization* on an e-mail by e-mail basis (i.e. ship date, order number, since the fields we can actually put in the email templates are very limited - that's perhaps an issue in itself). I have been working with a client today as well that has always been able to do this from withing Quickbooks, and as of yesterday (4/19/21) that functionality disappeared.

We were able to find the following workaround for now that I hope will help anyone else having this issue:

1. Pull up the email like you normally would, from your invoice or sales order screen. Don't make any customizations as they won't flow through to Outlook, but SAVE it. (For my client there was a button for this at the top of the email window.) This actually saves it as a draft in your Outlook.

2. Close the email from within Quickbooks. It is locked from editing in Outlook as long as it's open in Quickbooks.

3. Go to your drafts folder in OUTLOOK. You can open the email here and make any customizations you need to and send to the customer.

My client was able to do this and send their customized messages still. It's an extra step, but will let you do what you need to until this issue is fixed by Quickbooks.

K

KRA

This has not solved my issue with editing text in my Invoice emails outgoing through Outlook.

When I select Email, Invoice from QuickBooks, the system opens a new Outlook window to email my customer. I edit the text in the email box and once I select "Send" the edits are not saved in my email. I go to my sent emails and find the default text. I want to be able to edit every email to personalize. I don't want just the default words. I was able to do this just last week. It started on 4/19/21 to be unable to save my edits prior to sending. I had a QuickBooks update on Monday, so I assume something changed from last week. Please let me know if there is a way to correct this problem.

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TGarciaPA

@KRA,

You are correct that the edits are not saving when you send from the Outlook window from within Quickbooks. However, I was able to get them to send by opening the window in Quickbooks, then hitting SAVE - which sends a draft to Outlook. Then you need to close the Outlook window inside Quickbooks, go into your Outlook drafts folder, open the email and make your edits there. I had success making and sending changes from in there. It's some extra steps but it worked for my client.

Hope this helps!

(I do understand that this isn't a fix, but it is a workaround until the issue can be fixed by the QB team. I'm not sure why it stopped working in QB.)

B

Bonnie123

I am glad to know there is a work around, but I hope QuickBooks gets this issue corrected. It is frustrating to be able to do something and then it gets taken away. I don't understand why Quickbooks would change something that makes it harder to do what you used to do in one easy step.

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rkipp7111

We have multiple users but 1 user has this issue: Each time she changes the email text when sending any sort of PDF...ie Invoice, Estimate etc, once the email is sent and she checks, it has sent the original default email. So far we have removed her as a user and readded her, uninstalled quickbooks and reinstalled...This is not an outlook issue, it is definitely a quickbooks issue.

Thank you in advance.

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SarahannC

Level 9

Hello there, rkipp7111.

Currently, we received a new open investigation about the changes in the body of the email when sending through Outlook in Quickbooks Desktop. It's not reflecting in the received email. Our engineers are working on a solution to get this feature working back to normal as quickly as possible.

While waiting for the permanent fix, we’ll have to add the company to the notification list. To expedite the process, provide the following number: INV-58175.

Go to this link: What can we help you with?
Choose your QuickBooks Product. Then, select your QuickBooks edition.
Click Continue.

This is to ensure you receive email updates regarding the resolution status.

If you have any other QuickBooks concerns in the future, you can also read our help articles.

Please post again if you have other concerns related to QuickBooks. The Community is always here to help.

katherinejoyceO

Level 9

Thanks for joining in this forum, @Bonnie123.

I've checked the INV 58175 in our records, and it shows that it's already been closed last 10/11/2022. After thorough investigation, our engineers found out that the edits and sending are all happening in Outlook. Hence, QuickBooks does not have any control over this.

As a workaround, you can either set up for webmail or edit your template in QuickBooks before sending it.

Here's how:

Click the Edit menu.
Go to Preferences, then choose Send Forms.
From the My Preferences tab, select Outlook or Web Mail.
Select OK or Add, then enter the necessary information.
Follow the on-screen instructions to complete the process.

For more insights about setting up your email, read through this article: Connect your email to QuickBooks Desktop.

Feel free to message again if you have additional concerns about managing your emails in QuickBooks.

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