Created with Sketch.Learn about PPP and Loan Forgiveness, stay informed with the latest changes.
Created with Sketch.Questions about how to close your books for 2020? Visit our Year End Resources page.
Created with Sketch.New to QuickBooks or using a new product? Visit our Get Started resource page to help you get going.
Created with Sketch.Need to make changes to your account? Visit the Account Manager Portal.
Showing results for 
Search instead for 
Did you mean: 
Level 1

Customizing the email body content in Templates

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?


QuickBooks Team

Customizing the email body content in Templates

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 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.


Here’s how:

  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. 


Level 1

Customizing the email body content in Templates

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.

QuickBooks Team

Customizing the email body content in Templates

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. 

Level 1

Customizing the email body content in Templates

How unfortunate. I hope Intuit's Quickbooks Online team will add this to their list of reasonable, desired features. Thank you.

Need to get in touch?

Contact us