Problems sending email (invoices/statements) through outlook on Quickbooks Desktop

Thanks for letting us know about your concern, Mike. 

Concerning this issue, this is usually just a settings matter. I'm here to guide you with the steps to fix this so you can send emails from QuickBooks.

First off, ensure QuickBooks isn't set to automatically run as an administrator. Here's what you need to do:

1. Close QuickBooks Desktop, then open the Windows Start menu.
2. Type "QuickBooks" into the search, then right-click the QuickBooks icon and select Open file location.
3. In the folder, right-click the QuickBooks.exe file, then select Properties.
4. Pick the Compatibility tab, then uncheck the Run this program as Administrator option. If the option is grayed out, click Show Settings for All Users to make the option available.
5. Click Apply, then OK.

After that, try sending a test email or transaction to yourself. If you still see an error, move on to Step 2, outlined in this helpful article: How to fix "Error: QuickBooks is unable to send your email to Outlook".

I'm also attaching these links for reference in managing your receivables seamlessly: 

• Connect your email to QuickBooks Desktop 
• Record an invoice payment

Tag me in your reply if you still need help emailing your invoice. It's always my pleasure to help you run your business efficiently. Stay safe!

It is already set that way.  Often, I cannot send the email.  Then I close the program, open the program, send, and it works again until the next time.  Any other ideas?

Hi, @mikeshick. Thanks for the update. I see that you already performed the steps provided by my colleague. However, the error still occurs. I also understand it's challenging that you need to close, then open the program to send emails. Let me be your best help.

Since this is a program error, let's learn how to get different QBDT tools to help fix errors. Here's how:

1. Download and install the QuickBooks Toolhub, we recommend using the Tool Hub on Windows 10, 64-bit.
   - Close QuickBooks
   - Download the most recent version of the QuickBooks Tool Hub. Save the file where you can locate it easily. Please note, if you've already installed Tool Hub before, you can look out which version you have by clicking the Home tab, and then choose About/What'snew to view the version.
   - Open the file you downloaded (QuickBooksToolHub.exe).
   - Follow the on-screen steps to install and agree to the terms and conditions.
   - When the installation finishes, double-click the icon on your Windows desktop to open the tool hub.
   
   
   If you can't find the icon, search it in Windows.
   
   
2. Use the tools in the QB Tool Hub. Each tab has a set of tools to help with different types of issues.

Feel free to check out this article for more info: Fix common problems and errors with the QuickBooks Desktop Tool Hub.

Additionally, you can utilize these articles in the future:

• Set preferences for sales and invoicing.
• Connect your email to QuickBooks Desktop.

We're glad to have you here, @mikeshick. We hope to see you here again soon. If you have additional questions, never hesitate to reply to this post. Have a good day. 

dup (deleted)

Hi @mikeshick did the Tool Hub work and if so, what option within it? Love it how QB just say use this amazing tool with a dozen options without which one to choose. I have the same issue as you and also was working fine for years until recently. I tried all the steps but none works (admin, outlook in settings, etc). In fact some of their steps are outdated - like there's no "quickbooks.exe".

I think it may be worth upgrading to QB 2023 perhaps as I don't see anyone complaining about issues with the later versions after 2021.

(dup deleted)

Yeah...except the current version is 3 times higher price...and also requires yearly subscriptions, which increases the price by 3x more since I only upgraded every 3 years.  Too expensive without much benifit.

Doesn't do squat.

I wasn't too clear, but the problem is not fixed in spite of running the tool hub.  This is computer specific, but not sure how to fix.

Hi mikeshick,

I appreciate you for running the QuickBooks Tool Hub to help identify why you're unable to send email through Outlook. I'm here to ensure this gets resolved in no time.

If you're using any of the 2021-2024 versions, we'll have to make sure that we have the enhanced security feature turned on. Here's how:

1. From the Edit menu, select Preferences.
2. Go to Send Forms.
3. Under My Preferences, click Add.
4. Enter your Email Id, then select Outlook/Hotmail/Live as your Email Provider.
5. Click OK.
6. Continue with the on-screen prompts.

If you have QuickBooks Desktop 2020 or lower versions, sending email isn't possible. These versions are considered discontinued. Thus, online services, like emailing transactions are also discontinued.

You can check this article to know more: QuickBooks Desktop service discontinuation policy.

Furthermore, I've added this guide on how to personalize sales forms before emailing them: Use and customize form templates.

I'm always around whenever you have concerns about emailing transactions.

I have QB 2020.  It has worked for years.  And, it still works without issue on every machine except mine for sending emails.  So, there is something broken on my specific computer that is causing the problem.  I haven't uninstalled and reinstalled, which might be the solution.

But, if I close QB, then reopen, it sends email fine, for a while, through my Outlook Desktop program.  Then after time passes, it stops working and I have to repeat the cycle.

Thank you for reaching out to us with your concern, @mikeshick.

I'm here to share insights and ensure you can send your sales forms in QuickBooks. 

The problem with sending emails through QuickBooks 2020 on your computer is due to the software being outdated. As software ages, it encounters compatibility issues with newer systems or programs, which could cause the intermittent problem you're facing.

Thus, upgrading to a newer version of QuickBooks can provide a more stable and reliable solution for your email-sending needs. For detailed steps, you can check out this article: Upgrade QuickBooks Desktop Pro, Premier, or Enterprise.

Alternatively, you can also download the invoice as PDFs and send it outside QuickBooks.

Additionally, you can personalize your email templates when sending forms to your customers. For step-by-step instructions, refer to this article: Create custom email templates in QuickBooks Desktop.

If you encounter further questions about sending emails in QuickBooks Desktop, please don't hesitate to reach out. I'm here to help and ensure your QuickBooks experience is as smooth as possible. 

Quickbooks is just forcing customers to update and buy the latest version. Why isn't there an option so download customer statements as a PDF so I can E-Mail them on my own ?  Pretty lousy and I am disappointed that I started my business through quickbooks and will certainly not recomment them.... 

I'd be happy to accept this if that were true.  But I have two other computers using the same version of latest version of Outlook 365 Desktop and QB sends emails from them just fine.  

BTW, i would be more than willing to buy Software that is updated.  However, QB is one of maybe 50 pieces of software that I use, and QuickBooks is the single most unadvanced and unimproved softwares of all of my engineering and office software.  I've been using since 2005, and the bugs that were there back then continue to bugs today.  There is virtually nothing in the program that has made upgrading worth a single penny.  Really, the only reason for upgrading is so I can call support every 5 years when I have bug that shows up that keeps me from working.  Errr.

PS, I still have the problem on one computer only that I continue trying to troubleshoot.  So very annoying!

One more PS....it's got to be a really wierd bug.  I can send emails all day, so long as I shut down open QB and reopen if much time has passed from my last emailed invoice.

Absolutely agree here. We have been unable to email invoices for several years now using QB Desktop. There is no solution. Its malfeasance from Intuit against their base of core users who made them a successful company. Now they want forced adoption of yearly fees.

It is absolutely ridiculous!  I have QB Desktop Pro Plus 2023 and EVERY D_MN DAY I have to go to Edit, Preferences, Send Forms, change from Outlook to Web or QB Email, then it closes QB - then I have to go back through the same steps and choose Outlook, Close QB, reopen and it works.  This is asinine and so frustrating!

Hello there. Thank you for sharing your concern here. I see you have encountered an issue sending email through Outlook in QuickBooks Desktop. I've got here some information relating to this issue.

We currently have an open investigation (INV-99921) into this concern. For now, it is best to contact our QuickBooks Desktop Support Team so they can include you in the list of affected users. This way, they will be able to notify you as soon as any solution is available.

To speak with one of our experts from QuickBooks Desktop Support. Please follow the steps below to contact support:

1. Go to Help, then select QuickBooks Desktop Help/Contact Us.
2. Click Contact Us.
3. Give a brief description of your issue, then click Continue.
4. Sign in to your Intuit account, select Continue, then Continue with my account.
5. We'll email you a single-use code. Enter your code and select Continue.
6. Choose to chat with us or Have us call you.

You can contact us from Mondays to Fridays, 6 AM to 6 PM PT, and Saturdays, 6 AM to 3 PM PT.

I'm including these articles you may find helpful in the future while working on a task in QuickBooks Desktop:

• Create, modify, and print checks in QuickBooks Desktop.
• Customize reports in QuickBooks Desktop.
  

Your patience on the matter is well appreciated. Our engineers are working hard to find the best solution to rectify this issue. If you have further questions, drop a comment below, and I will answer them in any possible way. That's it for now. Stay safe!