This is maddening. I can only have one saved template for each type of form? I very often need to customize my emails, but have a "default" I would like to revert to, but I can't because I can't edit the default. I cannot believe that something as simple as email has been made so ridiculously complicated.

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. 

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:

1. Go to the Edit menu and select Preferences.
2. Select Send Forms. Then choose Company Preferences.
3. Choose a template to use and click on Edit.
4. Copy the message body text.
5. Go to File and select Send Forms.
6. Select the email you want to send. Paste the copied text into the body section.
7. 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!

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.

Hey TGarciaPA,

I appreciate you providing this workaround and helping other users! I am going to take note of this and send feedback to our Product Developers about this situation. Our engineers are always looking for ways to make your business life easier. You can refer to our blog to keep up to date with the latest changes and software updates. I hope you have a lovely day!

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.

@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.)

I have the same problem!!!! I've tried everything to see if some small setting was changed in quickbooks or even in Outlook. I hope we get an answer soon.  This is ridiculous!!!

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.

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.

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.

1. Go to this link: What can we help you with?
2. Choose your QuickBooks Product. Then, select your QuickBooks edition.
3. 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. 

Thank you so much. This was very helpful!

Hi, in QuickBooks Desktop enterprise solutions 21.0 desktop, there is not an option to save the email; therefore the email can't be saved in drafts in Outlook.

We are experiencing this problem, has it been fixed to anyone's knowledge? This is a hassle.

Hello @jwb003,

I appreciate you for reaching out to us about the default text. I'm here to help you with your concern related to emailing invoices in QuickBooks Desktop.

The information that reflects when you email an invoice depends on the QuickBooks preferences. If you're referring to the invoice default template, I recommend reviewing the details through the Send Forms section.

Here's how:

1. Click the Edit tab at the top menu bar.
2. Select Preferences.
3. Choose Send Forms.
4. Go to the Company Preferences tab.
5. Select the default email template, then press Edit. 
6. Update the information. 
7. Hit Save.

You can customize email templates and use them to send messages from QuickBooks. To know more about creating custom templates with customized subject lines and email bodies, visit this link: Create custom email templates in QuickBooks Desktop.

If you're getting unusual behavior to the information syncing to Outlook, I suggest reinstalling the Outlook app. QuickBooks can't control the results reflecting outside the system. Also, you can utilize the Webmail feature that's working fine in sending the emails that require edit before sending. 

For additional reference, you can use the following article to learn about the things you need to know before setting up your secure webmail in QuickBooks: Connect your email to QuickBooks Desktop.

Let me know if you need more assistance about emailing sales forms in the Desktop version. I'm always here to help. Take care always.

No, it hasn't been fixed. 

Thanks for bringing this one to our attention, cdsJerry. 

If you are making the edits in Outlook, then QuickBooks is unable to control that settings. I'd suggestreaching out to Outlook Support Team. What we can do is either set you up for webmail or edit your template in QuickBooks. Just follow the steps and details in these articles:

• Connect your email to QuickBooks Desktop
• Create custom email templates in QuickBooks Desktop

We can also add a new template and make modifications so you can use it when sending invoices and purchase orders to your customers. Let me show you how: 

1. In your QuickBooks Desktop, go to the Edit menu, then select Preferences.
2. Click Send Forms and go to the Company Preferences tab.
3. Select Add Template.
4. In the Add Email Template window, enter the correct information and click Save.

If the same thing happens, I'd recommend contacting our Technical Support Team. They'll pull up your account in a secure environment and check why it's using the default text when sending the transactions. Here's how:

1. Open QuickBooks.
2. Go to the Help menu, then select QuickBooks Desktop Help.
3. Select Contact Us.
4. Give a brief description of your issue, then select Let's talk, and then choose a way to connect.

Visit our QuickBooks Help Articles page for more insight s about managing your business in your software.

Feel free to update us after contacting our support as I want to make sure this is resolved for you. Just go back to this thread by leaving a comment. Take care always.

I'm replying to my comment about being unable to edit my invoice emails in Quickbooks.  This has resolved itself.  Most likely because of another random update I received for either Outlook or Quickbooks.  I am no able to edit my invoice emails and the system sends them out with my revisions.  Solved for now.

Resolved.

Thanks for getting back with the Community about this, KRA.

I'm happy to hear QuickBooks is now saving your edits to outgoing invoice emails.

Please don't hesitate to send a reply in this thread or create a new post if there's ever any questions. The Community's always here to help. Have an awesome Tuesday!

We have been using Quickbooks for 14 years, we understand how to set it up. Sending an Estimate, Sales Order, Purchase Order or Invoice from QB to Outlook has worked all this time until a few weeks ago. This is NOT an Outlook problem, this is a QB problem. You had a nice feature and then you broke it. Stop blaming Outlook, you sell a product that allows you to select Outlook as an "Send Form" method, it should work.

So, I am dealing with exactly the same thing.. I can no longer edit text with attached reports/invoices. It's super annoying. I am not sure when it started, but I am looking for a solution to fix it. Did you say it got fixed on its own? 

Thanks for sharing your experience in this threas, @YuliaPSI. I'm with you in fixing this issue, and ensure you can edit the texts with attached reports/invoices.

Since it works previously, we can run the Verify and Rebuild tool to identify common problems within your company file. 

Here's how: 

1. Select File, then click Utilities.
2.  Select Verify Data.
3. Once damage has been verified, you'll need to manually correct it by locating the error within the qbwin.log and search for a resolution at the QuickBooks Desktop Support site.
4. If your error cannot be found, restore a recent backup.
5. Choose File, then Restore and make sure that you do not overwrite your existing company file. 

If the issue persists, I'd recommend contacting our Customer Care team to check the rootcause, and provide steps to fix this issue. They can also request to investigate this problem as necessary.

For future reference, please check out these articles to guide you in customizng email templates in QuickBooks: 

• Customize email templates in QuickBooks.
• Use and customize form templates.

Know that I'm always here to guide you should you need more assistance in updating the attached email invoice/report. Take care!

I want to report that I am having this problem again.  It happened last year and it took months for QBs to make a permanent fix.  Originally, the fix was assigned this number INV-58175.  Please advise.