Emailing invoices NOT saving changes to text in the body of the email

I can provide some insights on how you can save the message in your email invoice, Bonnie.

You'll want to ensure your QuickBooks Desktop (QBDT) is updated to the latest release. This will install the newest features and fixes. Let me show you how.

1. Go to the Help menu and select Update QuickBooks Desktop.
2. Select the Update Now tab.
3. Click Get Updates to start the download.
4. When the download finishes, restart QuickBooks.
5. Then accept the option to install the new release.

You can also check this article for more details: Update QuickBooks Desktop to the latest release.

If the issue remains, I recommend running the Verify Rebuild tool. This scans your company file for errors and quickly fixes them.

I've also added these links that provide detailed steps on how you can personalize your sales forms and record invoice payments: 

• Use and customize form templates
• Record an invoice payment

Let me know in your reply if you have other follow-up questions about emailing your invoices. I'll be around ready to help you. Keep safe!

I realized the reason Quickbooks was not prompting me to install the new release because I already had the most recent release (V30.0D R11).  Once I confirmed I was up to date on updates, I proceeded to your final recommendation to Verify Rebuild and it found no errors/issues.  I'll continue to use the WORK AROUND that Mich_S. suggested, however, I would appreciate it if Quickbooks will look into this issue and issue an update to fix the problem.  I see that I'm not the only one having this issue and it appears the issue begin around 4/19/21.

Hi Bonnie,

I am having the same issue!  What is the "WORK AROUND that Mich_S. suggested"?  I do not see any other responses in this thread except fro JasroV.

Thank you.  I'll contact support per your instructions.

Hi!  I am having the same issue and I contacted support and was told they investigated this and discovered it was performing normally.  I can't amend the body of the email either, it won't save.  Any suggestions?  I am running Enterprise 23

Thank you! 

Let's make sure you're able to save changes to your email invoices, Jenni5966.

Generally, you should be able to save changes when emailing invoices in QuickBooks since no issues were reported. You can run the Verify Rebuild tool. This will identify any data issues happening within your company file and resolves them after they are found. 

Aside from that, ensure that QuickBooks is up-to-date so you'll have the latest features and product improvements and fixes. However, if you've already done both, but still you're unable to make any changes, I recommend reaching out to our support team. This way, they'll be able to double-check what is happening the second time around. They also have the tools to pull up your account in a secure environment, thus being able to investigate the root cause.

Additionally, QuickBooks Desktop lets you create custom templates for forms and customize them on how they look and what information to include. To know more, I've added this article for your reference: Use And Customize Form Templates. 

You can always drop your reply below if you have further questions about emailing invoices. I'll be sure to help.

Same problem here, started about a week ago and I think it's tied to the last Quickbooks update.  Used to be able to modify template text in email body.  Still lets me modify but when I go to sent folder, email reverts back to the unedited template text.  Tried rebuilding and verifying data file, tried making a new user and no luck.  This is a big problem for us and the workaround recommended by chat support of modifying the template with each invoice send isn't workable.  How do I fix this?

Our users have started seeing this behavior too. At first it was just one user, but now I have two in separate companies using separate networks experiencing the same problem. I tried the "workaround" of switching to Web Mail from Outlook and while it works, it doesn't allow our users to edit the emails to their specifications, primarily because Quickbooks invoice formatting is enforced. We'd like to be able to use Outlook as the email client as before. We're seeing the exact behavior from the original poster, in that edits made in Outlook are not reflected in the final email that is actually sent. 

Just checking to see if this issue has been resolved yet?

thanks.

Joel Mathews

TRO CPA

Hello there, joelmathews. I appreciate your follow-up response.

Upon checking our system, I can see that the previous investigation about the changes to the email body has been closed and resolved already.

You can utilize the webmail option in sending emails that require a manual edit prior to sending. Here's how:

1. Go to the Edit menu, then select Preferences.
2. Click the Send Forms tab.
3. Under My Preferences, select the Web Mail option.
4. Click the Add button to add your email ID.
5. Once done, click OK.

If the issue persists, I recommend contacting our Support Team so they can look into it and open a new ticket for investigation if necessary.

I've added an article that will help you in customizing form template forms like invoices, sales receipts, estimates, statements, and purchase orders to match your business needs: Use and customize form templates.

Let me know if you have other questions about emailing invoices.  I'm always here to help. Take care and stay safe always!

This solution does work however if you use Quickbooks to receive payments, the blue "Pay Now" button does not show up on the bottom of the email.  My customers are used to paying this way and it has helped to collect from customers quicker so I don't want to lose that feature.

This solution does solve the problem however, there is a problem with it.  We use Quickbooks for our payment processing and when the email is generated and sent through Outlook, a blue "View and Pay Invoice" button is on the bottom of the email.  Customers click on that button and it opens a web page for them that they can use to pay their invoice.  You lose the "View and Pay Invoice" button when using webmail to send instead of Outlook.  Not a workable solution for our company as I've just gotten my customers conditioned to using the Pay Button and don't want to change that.

Hi there,

I know that this hasn't been easy for you and I appreciate you performing my colleague’s suggestion above. I'll chime in to ensure you’ll be able to get the help that you need from our experts.

Since you need to set your own preferences, I recommend contacting our Support Team. One of our representatives will pull up your account and assist you with your needs.

Here’s how:

1. Within your QuickBooks Company file, select QuickBooks Desktop Help from the Help menu. 
2. You can also press F1 on your keyboard to bring up the same Help panel. 
3.  Give a brief description of your issue.
4. Click Continue.

You can check out the guides from this website for tips and references when navigating your account: QuickBooks Desktop Help. This will help you in managing your income, expenses, banking, inventory, and running reports.

If you have any other questions or need anything else in QuickBooks, let me know in the comment below. I'll be more than happy to help you in any ways I can. 

I've found this workaround works as well - frustrating to take th extra steps, but it does work for the moment.  Copied from another thread with the same issue:

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.

Thank you very much for posting this workaround.  I'll try it when I'm in the office in the morning.  It definitely seems to be a Quickbooks issue that they need to fix, hopefully with the next update.  Have a great day and thanks again!

Hello -

I realize this issue is over a year old, but one of my users just started having this issue as well.  We did not experience this until this past week.  Can you tell me if this problem has resurfaced?

Thanks dglasgo1, I was having the same issue. this worked for me. 

Thank you for letting us know, sstiening.

We don't have a new investigation, but we're willing to revisit this case. Have you tried the steps in the thread? If you did and the same thing happens, please have the affected user contact our QuickBooks Desktop Team to check this further. They are open from 6 AM to 6 PM PT, weekdays.

On the other hand, we have helpful articles for QuickBooks Desktop should you need them in the future. Just visit the main support page, scroll down a bit, and click More Topics.

We're just around to continue assisting you.

Hi lluv2birdie18,

I'm glad to know that dglasgo1's steps worked for you. Thank you for updating us.

I did try this solution this morning and it did indeed work.  I couldn't figure out how to save as a draft so I just saved the email in my documents folder.  I then opened up File Explorer and it was the top document in the "recent" section.  I double clicked on it, it opened in Outlook, made the changes I wanted to the text body and YAY, it worked. Thanks again for posting this workaround.  It is the most viable and easiest of all solutions presented on this page.

The workaround seems to work, but it is just that, a workaround. Very annoying to have to train a handful of users to do this. We tried opening a ticket with Quickbooks Support, but after all of the backups, company file verifications and rebuilds, logging in test accounts from gmail, yahoo, etc into Outlook, etc, nothing seems to have fixed the problem. After nearly 2 hours, Quickbooks Support was unable to find a solution, leading me to believe that it is an issue with the last software update. Even a new company file is experiencing these issues. I believe an escalated investigation of this issue is warranted.

Yes, it did work for a temporary solution but this needs to be looked into, I believe this is a QB software issue since the last update. Changing to the webmail setting is not an acceptable fix. We would really appreciate it if you can open an investigation into the issue. It's obviously affecting many customers. 

Thank you.

Hi there, @luv2birdie18.

I hear you and thank you for the confirmation you shared discussing how the workaround discussed in this thread is working as the temporary fix. I'm here to ensure you get the best help available so you're able to email invoices in QuickBooks Desktop accordingly.

Since the invoice template is still not updating the changes made before sending the email, I recommend contacting our Customer Care Support. You can work with one of our specialists in creating a ticket to let our engineering team investigate the root cause of why such a problem is persisting. To do so:

1. Go to Help.
2. Select QuickBooks Desktop Help.
3. Click Contact Us.
4. Enter a few words describing how the invoice template is not updating in the What can we help you with? text area.
5. Select Continue.
6. Click Chat with us or Have us call you to connect with our team online.

On that note, I'm including this reference so you're able to use all the features and functions of QuickBooks: Help Articles in QuickBooks Desktop. You're able to read subtopics that will describe how a feature is used and how to accomplish tasks related to its functions.

Let me know how it goes in the comments below. Don't forget to include my name, @JonpriL, in your reply so that I can get back here and answer all your concerns about sending invoices using webmail in QuickBooks. Stay safe!