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Edit default email text

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.

Solved
Best answer 12-10-2018

Accepted Solutions
Established Community Backer ***

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

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

35 Comments
Established Community Backer ***

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

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

Not applicable

When sending multiple invoices, that would require editin...

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.
Established Community Backer ***

I you are sending a different message to each customer/jo...

I you are sending a different message to each customer/job, yes.
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No.  I just want to edit the default message that Quickbo...

No.  I just want to edit the default message that Quickbooks generates that it is emails that go to clients with invoices.
Established Community Backer ***

The. Edit it once, it remains the same until you edit it...

The. Edit it once, it remains the same until you edit it again or select restore default.
Not applicable

You are correct.  It is less than obvious.

You are correct.  It is less than obvious.
Not applicable

This doesn't work if you are using Outlook to email PDF i...

This doesn't work if you are using Outlook to email PDF invoices.
Established Community Backer ***

What doesn't work with Outlook? The edit is done in QB be...

What doesn't work with Outlook? The edit is done in QB before sending to Outlook.
Established Community Backer ***

Should work with Outlook, too, as long as you are using O...

Should work with Outlook, too, as long as you are using Outlook 2011.
Not applicable

The alternative answer is far more useful: Edit>Preferenc...

The alternative answer is far more useful: Edit>Preferences>Send Forms>Company Preferences and then select the document for which you want to edit the covering email and edit it, simples!  It's built into the program, so why not mention it?
Established Community Backer ***

Thats fine if you are using QB Windows, the question was...

Thats fine if you are using QB Windows, the question was regarding QB Mac.
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What screen is this EDIT - Preferences on to begin with?...

What screen is this EDIT - Preferences on to begin with?  Still lost...
Established Community Backer ***

Depends on the product you are using.

Depends on the product you are using.
Active Member

Click Edit > Preferences > Send Forms, and then click the...

 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.

Not applicable

I cannot find Preferences under Edit.  I am using Quickbo...

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.
Active Member

To do this, find and alter your QBW.INI file: For QuickB...

To do this, find and alter your QBW.INI file:

For QuickBooks versions before 2007, the QBW.INI file is in the QuickBooks program folder.

For QuickBooks 2007 and later versions, it may be in a folder in Documents and Settings named similar to C:\Documents and Settings\All Users\Application Data\Intuit\QuickBooks Enterprise Solutions 10.0 where QuickBooks Enterprise Solutions 10.0 is the QuickBooks version.

Open the QBW.INI file in notepad or similar text editor.

Find or add the [FONTS] section.

Under it, add the value FONTSIZE=11 where 11 is the desired font size.  We recommend 10, 11, 12, and perhaps 13 as the largest practical size.

Restart QuickBooks to see the effect of your change.

This will alter many fonts, but not menus or reports.  Menus use your system settings and reports have their own settings.
Not applicable

I'm trying to change the body of the text, not the font.

I'm trying to change the body of the text, not the font.
Not applicable

From the cog top right corner choose "company settings" F...

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.

Not applicable

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

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

Re: The alternative answer is far more useful: Edit>Preferenc...

I've tried to edit the email template as suggested (Edit/Preferences/Send Forms/Company Preferences, but it won't let me save any of the changes I make. I keep getting the message "Stock template can't be modified". Why is this happening? 

QuickBooks Team

Re: The alternative answer is far more useful: Edit>Preferenc...

Hi there, @rackemup

 

Thanks for joining the Community today. I'm here to assist you in getting rid of the "Stock template can't be modified" error that you received when modifying templates in QuickBooksDesktop. 

 

Editing a stock template or a default email template in QuickBooks Desktop is currently unavailable in QuickBooks Desktop. You'll need to add a new template and make changes afterward.

 

To do that:

  1. Click Edit.
  2. Select Preferences.
  3. Select Send Forms.
  4. Choose the Company Preferences tab.
  5. Click the Add Template button.
  6. Enter the template name.
  7. Modify the subject and the body of the email.
  8. Click Save.

For more information about this process, please check out these articles: 

Also, I encourage you to send us feedback about how we can improve your QuickBooks Desktop experience. That way our Developers will be able to determine those feature that can help you run your business easier.

 

To do that:

  1. Click on Help at the top menu bar.
  2. Select on Send Feedback Online.
  3. Choose Product Suggestion.
  4. Enter your feedback.
  5. Then Send

There you go @rackemup. Please let me know if you need additional assistance. I'm always here to help. Have a great day!

Experienced Member

Re: Edit default email text

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??

QuickBooks Team

Re: Edit default email text

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!

Community Explorer **

Re: The alternative answer is far more useful: Edit>Preferenc...

I've created a custom template to email my invoices in "batch", however, the custom template is not being used, even though it is set as the default.  I've tried the workarounds that I found in Help, copy and paste the message from the template directly into the email and deselecting and selecting the "email later" check box, but neither are working for me.  Both of these methods are not user-friendly either. Is there a fix coming for this?  Batch email is a very useful tool and I don't understand why this is even an issue.