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Lori M
November 12, 2020
Question

Customizing the email body content in Templates

  • November 12, 2020
  • 21 replies
  • 46 views

In QuickBooks Online, when emailing Invoices, I need a different email Message to Customer depending on what the invoice is for. So I created an Invoice Template, and under the Emails tab, edited the email Message to customer.  But now ALL my templates have the same message!

How do I make an Invoice Template for each kind of invoice I'm sending so I can have a different message to customer in each type?

 

21 replies

JoesemM
JoesemMQuickBooks Team
QuickBooks Team
November 12, 2020

Welcome to the Community space, @Lori M.

 

When you create templates in QuickBooks, if you change the content of one invoice, it'll change everything. You have the option to import a template for you to use on your transactions. 

 

Importing your template allows you to have a more personalized template to reflect your brand identity into your sales forms when emailing your transactions. I’ll guide you through the step by step process.

 

First, you’ll have to map the template fields.

 

  1. Open the DOCX template you created.
  2. Check the non-static content in the template.
  3. Replace all fields with scalar or table fields.
  4. Make sure all fields enclosed in <> match the EZ Map fields defined in the EZ Map catalog.

Next, turn on the Import Styles plug-in so you can upload the document. You’ll find the detailed steps below:

  1. Go to the Gear icon at the top.
  2. Select QuickBooks Labs.
  3. Move the slider for Import Styles to turn it on.
  4. Click Done.

Then, save and upload the DOCX format. Here's how:

 

  1. Go to the Gear icon at the top.
  2. Choose Custom Form Styles.
  3. Select the New style drop-down, then choose Import style.
  4. Choose the form type.
  5. Select the Save and upload your file field, then locate your DOCX template.
  6. Click on Next.

For your references in importing your styles, you can check out these articles: 

 

In case you want to create a recurring template and email sales forms to your customer, just click these articles:

 

Drop me a comment below if you have any other questions about importing the invoice template or if you have any other concerns about QuickBooks. I'll be happy to help you out. 

 

L
Lori MAuthor
November 19, 2020

I want to change the EMAIL MESSAGE, not the INVOICE.  Is there a way to have a TEMPLATE with a different EMAIL MESSAGE to go with whatever invoice I'm sending?  I know how to change the EMAIL MESSAGE for a particular invoice I'm about to send, but then it changes the email message for the next invoice as well. In any given session on QB, I might need to send an invoice for X type of service/product, and then one for Y type of service/product, and then one for Z type of service/product; and each one of those requires a different EMAIL MESSAGE to the client (NOT a different invoice format). I should be able to have a different template for each type of service I'm billing - eg, Template X with a message specific for an invoice for X, and a different Template Y with a message specific for an invoice for Y, and Template Z with a message specific for an invoice for Z.  If QB does not have this ability, then I would have to keep a Word document with all my various message types, and cut and paste different text every time I want to email an invoice.   Please tell me how to create different templates with different EMAIL MESSAGES. Thank you.

    DivinaMercy_N
    DivinaMercy_NModerator
    Moderator
    November 19, 2020

    Thank you for getting back here, @Lori M.

     

    Currently, the option to have a template with a different email message when sending invoices is unavailable in QuickBooks Online (QBO). As a workaround, you can use your saved word documents with different email messages and import them in QBO. For the instructions, please refer to the steps outlined by my colleague, Joesem M. 

     

    For additional info about modifying and personalizing your sales form, see this article: Customize invoices, estimates, and sales receipts in QuickBooks Online. 

     

    Also, if you have customers you invoiced regularly, you may consider reading this article to help you set up recurring invoices that can be sent automatically to them: How to create a recurring invoice and manage recurring transactions. 

     

    Please let me know if I can be of additional assistance or should you have any follow up questions about creating templates in QBO. I’ll be here to help. Have a good one. 

    C
    cornerstoneconcretellc
    May 20, 2021

    I too am very disappointed that this is not an option. This option saved me A TON of time in QB Desktop. I send out multiple different messages that need/can be templated and it is a HUGE bummer that I'm not able to select in a drop down menu the template I need for the specific invoice I'm sending out. I used to be able to do this in the desktop version. I would think this would be a fairly simple thing to integrate into the online version. I hope this issue is addressed very soon. Thank you for considering this update!!!!

      MaryLandT
      MaryLandT
      Level 10
      May 20, 2021

      Hello there, cornerstoneconcretellc,

       

      You can consider sending a request about the feature that you want in QuickBooks. Let me show you how:

       

      1. Select the Gear icon at the top, then Feedback.
      2. Enter your comments or product suggestions.
      3. Click Next to submit feedback.

      Your valuable feedback goes to our Product Development team to help improve your experience in QuickBooks. You can track feature requests through the QuickBooks Online Feature Requests website.

       

      Moreover, you can always browse these links for additional guide:

       

      Drop me a comment below if you have any other questions about customizing emails or if you have any other concerns about QuickBooks. I'll be happy to help you.

      H
      Hippocampus
      September 24, 2021

      I couldn't find a specific feature request for this issue so I created one.  Please upvote it so that this issue gets the attention it deserves.  It really is pretty basic functionality we're asking for. 

       

      https://feedback.qbo.intuit.com/forums/920245-quickbooks-mobile-feedback-forum/suggestions/44198265-invoice-template-message-to-customer-should-be

        W
        WHYD
        December 21, 2021

        Hi,

        We might be able to help you with this if you use a private email address.

        Please feel free to contact us on [email address removed] or visit whyd.app

        Thanks,

        Whyd.app

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