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jstaruk
Level 2

invoice email content

How do I edit the email that is sent with the invoice?  The email documents the CURRENT balance and I want it to document the TOTAL balance (current and past).

11 Comments 11
Candice C
QuickBooks Team

invoice email content

Hey there, @jstaruk

 

It's great to see a new face here in the Community. You can easily edit the email that is sent with the invoice by doing the following steps: 

 

  1. Go to the File menu. 
  2. Select Send Forms
  3. Choose the template you want to use from the Template drop-down. 

 

From here, you can change the message/body of the email. 

 

 

Here are two articles that can provide some additional information about sending forms: 

 

 

If you have any other concerns, please don't hesitate to ask. I want to make sure you're able to get this resolved as soon as possible. Have a great day!

jstaruk
Level 2

invoice email content

Hi and thank you for your reply.  I know how to edit the text in the invoice email.  I want to edit the part that is blue (see attached example).  The amount due on the email reflects only the CURRENT balance and I want to change this to reflect the TOTAL balance due (both past and current).  In the attached example, the client's amount due says $48.20 but this is this month's invoice.  They actually owe $98.00 because they haven't paid in three (3) months.QB invoice.jpg  

ShiellaGraceA
QuickBooks Team

invoice email content

Hi @jstaruk,

 

Currently, the header part of the emailed invoice will only post the current transaction balance. You'll want to manually add it on the message of the email as a workaround.

 

Here's how:

  1. Go to Edit, the Preferences.
  2. Select Send Forms, then Company Preferences.
  3. Edit the default template. Then, add the total balance at the body of the message.
  4. Click Save, then OK.

With these steps, you'll be able to add the total balance of your customer to the invoice. I'm also sharing with you our page about importing templates that I'm sure you'll find helpful. It has detailed steps to guide you through the process.

 

Let us know if there's anything else you need. We're always here to help. Thanks for posting and have a wonderful day.

jstaruk
Level 2

invoice email content

Thank you.  The problem is that people see the amount due and don't bother reading the text message.  

MitchSchwartz
Level 1

invoice email content

Did you ever get a satisfactory answer to your question.  In al the posts I've seen on this issue, the QB tech support team talks about changing the invoice, not the email.  And, if we follow the suggestion to make it plain text so we can edit the email itself, total due does not appear to be one of the fields that can be used.

kpborden
Level 1

invoice email content

I agree with all of these posts. An invoice should show the TOTAL owed so they can pay all of it or have an option to make a partial payment. I have a client who says he will pay 3 months but I don't want to send him 3 separate invoices...it was hard enough to get him to finally take the time to enter his cc. There has to be a way to do this so they don't have to do each one individually....?! Anyone???

Just_me
Level 8

invoice email content

@kpborden   Would sending a statement get the results you are looking for?  

That would sho total amount due, and SHOULD (although, with QB, nothing is certain) let them pay the total there, instead of separate payments. 

MitchSchwartz
Level 1

invoice email content

It's not that the attached invoice is wrong, I can and do show both the current due and total due on the pdf invoice.  It's the body of the email that the invoice is attached to.  In html mode, it shows a big, large Amount Due number, which is the current invoice only, not including any past due.  Some clients were paying that and not even opening the attached invoice.  The only solution I've found is to switch on plain text emails, which don't look quite as impressive, and not include the amount due field (plain text template is editable, it does not appear that the HTML template is).  Seems like a big step back to me.

johnnyred
Level 1

invoice email content

We are having this exact issue - for several years.  I just had a request to look into it again and it doesn't appear that there is an option to enable total amount due in the body.  I just got off the phone with an enterprise support member and I was told it's not possible - again...

VaBeachGal757
Level 1

invoice email content

I was having same issue and discovered you can just double click on total and type new amount.

 

VaBeachGal757
Level 1

invoice email content

I was having same issue and discovered you can just double click on amount inside email and type in correct amount.  Hope this works for you too.

 QB Email edit total due.PNG

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