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Level 1

QB Mac 2019 - Email Templates

I must be dumb as a box of rocks, because I've spent the last hour trying to find out where to modify the email templates in the Mac version of QB 2019. Everything  that I found either directs me to print templates, which I already know how to use and modify, or references "Select the Send forms menu and then the Company Preferences tab." I cannot locate either this menu nor this tab.

 

All I really want to know is: What are the names of the fields that I can use? I see that <<num>> is invoice number and <<contact>> is the name of the person I've set up in the customer file. I recognize these as merge fields. What other fields can I use? Is there a list available somewhere online that I could not locate in my wasted hour?

 

Thanks in advance for your help!

 

M

Solved
Best answer June 11, 2020

Best Answers
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QuickBooks Team

QB Mac 2019 - Email Templates

Hi there, @TijerasGirl.

 

QuickBooks uses email tokens to insert individualized information for you as you email your forms. The fields can be recognized by the guillemet characters (« ») that surround them.

 

For example, the email token «contact» represents the full name of each customer. So when you email a form that includes “Dear «contact»,” QuickBooks replaces «contact» with the name of your customer. This allows you to email forms to multiple customers at once in a more efficient manner, since you don’t need to enter each individual name. 

 

Here’s the full list of email tokens and what they represent: 

 

  • «contact», which represents the full name of your customer
  • «first name» represents the first name of your customer
  • «title» represents the salutation (Mr., Ms., Mrs., Dr., etc.)
  • «last name» represents the last name of your customer
  • «num» represents the number of the form you’re sending (which can be a sales receipt, invoice, credit memo, etc.)
  • «PO num» represents the customer purchase order (PO) number

 

In case you need help in performing other tasks in QuickBooks Desktop for Mac, you can check our articles here. Make sure that the topic is set as "QuickBooks Desktop for Mac."

 

If you ever have other questions we can help you with, feel free to swing by the Community!

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4 Comments 4
Highlighted
QuickBooks Team

QB Mac 2019 - Email Templates

Hi there, @TijerasGirl.

 

QuickBooks uses email tokens to insert individualized information for you as you email your forms. The fields can be recognized by the guillemet characters (« ») that surround them.

 

For example, the email token «contact» represents the full name of each customer. So when you email a form that includes “Dear «contact»,” QuickBooks replaces «contact» with the name of your customer. This allows you to email forms to multiple customers at once in a more efficient manner, since you don’t need to enter each individual name. 

 

Here’s the full list of email tokens and what they represent: 

 

  • «contact», which represents the full name of your customer
  • «first name» represents the first name of your customer
  • «title» represents the salutation (Mr., Ms., Mrs., Dr., etc.)
  • «last name» represents the last name of your customer
  • «num» represents the number of the form you’re sending (which can be a sales receipt, invoice, credit memo, etc.)
  • «PO num» represents the customer purchase order (PO) number

 

In case you need help in performing other tasks in QuickBooks Desktop for Mac, you can check our articles here. Make sure that the topic is set as "QuickBooks Desktop for Mac."

 

If you ever have other questions we can help you with, feel free to swing by the Community!

View solution in original post

Highlighted
Level 1

QB Mac 2019 - Email Templates

Than You!

Highlighted
Level 1

QB Mac 2019 - Email Templates

It's great to know how to automate the invoice number & contact etc., but where on earth do we go to create an email template to go along with the invoice?

 

I just switched from pc to mac & this is CRAZY that I can't find where to create and store the email templates that go with each invoice type, like we can on the pc version. 

 

Please direct me to this as soon as possible.

Highlighted
QuickBooks Team

QB Mac 2019 - Email Templates

I got you covered, @kikajukk.

 

You'll want to click the email icon from the top part of your invoice to create and edit the email template. Let me guide you how.

 

In your QuickBooks Desktop (QBDT) for Mac:

  1. Go to the Customers menu.
  2. Select Create Invoices.
  3. Click the Email icon at the top part of the invoice.
  4. Customize the default message, subject, and email address if needed.
  5. Put a checkmark inside the box in the Save emails as drafts in email program to save the template.
  6. Once done, click Send.

You can also read the Emailing forms (page 226) section in this resource for more details about this: QuickBooks Desktop for Mac 2019 User’s Guide!

 

Let me also suggest checking our Getting Started page for QBDT for Mac for your reference. There, you can read some of our great articles and learn your way around in managing your QBDT for Mac software.

 

Get back to me if you have other concerns or questions. I'm just around ready to back you up. Have a great day!

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