Emailing invoices - edited the template, sent the email, but the sent email reverted to original template

I've got the steps so you can use the newly edited template, sfairchild.

All of your templates appear in the Company Preferences tab of the Send forms menu. To set one as the default, select a transaction type and then Set Default next to the template you want to use.

I've attached the sample screenshot below as your visual guide.

If QuickBooks still uses your old template, don't worry. Here are two ways to apply your new template.

Solution 1: Copy and paste the correct message before sending the email

1. Go to the Edit menu and select Preferences.
2. Select the Send Forms menu and then the Company Preferences tab.
3. Highlight the template you want to use and select Edit.
4. Copy the message body text.
5. Go to the File menu and select Send Forms.
6. Select the email you want to send. Paste the copied text into the body section. Note: If you're using QuickBooks Desktop Enterprise, you select Edit Email first.
7. Select Send Now.

Solution 2: Reset your email later settings.

1. Find and open the transaction you want to send.
2. Uncheck Email Later box, then select Save & Close.
3. Reopen the transaction. 
4. Mark the Email Later box.
5. Click Save & Close.
6. This puts the transaction back in the email queue. It should now use your new default template.

I'm adding this article as a guide when you customize an email template: Create custom email templates in QuickBooks Desktop.

To ensure your transactions are recorded correctly in QuickBooks, there's a workflow that you can follow. Please browse this article as your reference: Learn the different ways you can track customer transactions in QuickBooks Desktop.

Keep me posted if there's anything else you need by commenting below. I'm always right here to answer your questions.

Hi MaryLandT,

I need to edit our template for each customer's invoice that I send.  So in the body of the email, I change out the wording needed per specific customer and send to the customer.  Now, what happens is that I change/add wording in the body of the email and hit send, but what is actually sent is the original template without my changes.  

Let me continue to help you, sfairchild.

Let's update your QuickBooks and run the Verify and Rebuild Data Utilities. This way, we can be sure you have the latest release and see if you're having data issues.

First, back up your QuickBooks. Then, you may skip the backup procedure before rebuilding your data later on.

Second, update QuickBooks.

1. Close your company files and QuickBooks.
2. Open the Windows Start menu.
3. Search for QuickBooks Desktop. Right-click the icon and select Run as administrator.
4. While on the No Company Open screen, go to the Help menu and select Update QuickBooks Desktop.
5. Go to the Options tab. Select Mark All and then select Save.
6. Go to the Update Now tab and select the Reset Update checkbox.
7. When you're ready, select Get Updates.

Third, run the Verify and Rebuild data utilities.

After running the utilities, you can send a dummy invoice to your email address. If the same thing happens, please contact our QB Desktop Support so they can use more tools to check this further.

Let me know if you have any other concerns with emailing invoices. Take care and have a good one.