Emailing Invoices

Thanks for joining the Community today, @Jakez2021.

I've got some steps to ensure your clients will receive their invoices. To start off, make sure that your QBDT is updated to the latest release so you'll have up-to-date features and fixes. 

Here's how:

1. Go to the Help menu at the top and pick Update QuickBooks Desktop on the drop-down.
2. On the Options tab, click Mark All, then Save.
3. Now, go to the Update Now tab and mark the Reset Update box, then select Get Updates.

When the update finishes, close and then reopen QBDT to ensure no other apps are affecting the process. To install the updates, click Yes. Then, restart your computer to refresh the system and apply all the patches. For more information, you check out this article: Update to the latest release of QuickBooks Desktop.

Then, let's re-enter your email on the Preferences page to refresh its setup. Let me guide you how:

1. Click the Edit menu at the top, and then select Preferences.
2. Tap the Send Forms tab, and then pick the My Preferences tab.
3. Select WebMail or Outlook and then click Add.
4. Pick your provider from the drop-down and enter your email address.
5. Choose the Use Enhanced Security checkbox and then hit OK. 
6. When prompted, sign in to your Intuit account.

For more info about the process, see this article: Webmail to work with QuickBooks.

Once done, send the invoices again. If you got the same outcome, please ask your customers to check their Junk or Spam folder. If the email isn't still there, they may need to ask for help from an IT expert or contact their service provider to configure some settings.

You can also read these articles which can be your guide for any future tasks: 

• Send Forms by Batch in QuickBooks Desktop
• Fix webmail issues in QuickBooks Desktop
• Create custom email templates in QuickBooks Desktop

Please reach out to me here should you need any further assistance with emailing invoices within the QuickBooks program. I'll be happy to help you out.

Thank you, I already checked for updates and it's fully updated.

As for the email, it does send the email, it's just that the logo on the invoice is colored incorrectly.  When we print the invoice itself, it's fine, but when we click to have it send the invoice to the client, the logo's color's are all messed up...  (The rest of the invoice is fine and proper, it's just the logo is like the colors are inversed or something)

I already made sure that the updates are all complete.  

When we print the invoice, everything comes up perfectly fine as it should.

When we have quickbooks email, it email's the file fine, it links with outlook with no problems, it's just that the logo in the then attached invoice is colored all wrong, like the color's are inversed or something.  it's when it's creating the pdf that seems to be the problem, not the link to outlook.

Hi, Junior1544. 

Thanks for voicing out your concern here in the Community.

I appreciate you for making sure that your QuickBooks Desktop is updated to the latest release. I'm here to guide you on how to correct the color of the logo on the attached invoice in QuickBooks Desktop. 

One possible reason why you’re having the issue is that the pdf reader is damage. This time we can run a QuickBooks Tool Hub. Several users were able to fix it by running the pdf repair tool.

1. Download the QuickBooks Tool Hub file.
2. Open the file you downloaded (QuickBooksToolHub.exe).
3. Follow the on-screen instruction on how to install.
4. Double click the icon to open the tool hub.
5. Once there, select Program Problems. 
6. Choose QuickBooks PDF & Print Repair Tool. 
7. Try to open again the pdf file.

You can find the detailed steps here: Troubleshoot PDF and Print problems with QuickBooks Desktop.

For future reference, you can also import your designed customized templates in QuickBooks Desktop. 

I've got you these helpful articles for ideas about modifying and personalizing your sales form, see this article: Customize invoices, estimates, and sales receipts in QuickBooks Desktop

Don't hesitate to reply to me anytime if you still have questions or concerns about the logo. I'll be around for you. Take care and be safe.

Thank you.  

When I print the invoice from within quickbooks, it prints correctly already.  I can save the file as pdf and it saves fine as well, it's only when we go to email the invoice from within quickbooks that there's the problem...

I want to ensure this is taken care of, @Junior1544.

Usually, this error occurs when your data is damaged or corrupted. We can try to run the Verify/Rebuild tool to identify any data issues within your company file. Then, the Rebuild tool will self-resolve it.

Here's how:

1. Go to the File menu, then hover over Utilities.

2. Select Rebuild Data.

3. On the QuickBooks Information window, select OK. Follow the onscreen steps to save a backup.

4. Let the tool repair your file.

5. When the tool finishes, select OK.

6. Go to the File menu, and then hover over Utilities.

7. Select Verify Data.

8. Let the tool check your file for data issues.

If QuickBooks doesn't find any problems, select OK. However, if QuickBooks finds an issue with your company file, click Rebuild Now.

Also, make sure QuickBooks has its latest release. This is to ensure that everything is up to date.

In case you encounter any issues with sending emails, you can always visit this link about fixing email issues for your future reference: Unable to send forms.

Keep me posted if you have other questions about adding memos. I'll be here to help.

I was finally able to work with out accountant this morning on this.  The Rebuild was giving two errors on an estimate.  It was an old estimate that was no longer needed so we deleted the estimate and ran it again and everything cleared.

We then tried to do the email invoice again and it was still showing the same problem...

Any further advice?

I can provide additional information to help you resolve the error you're having when trying to email your invoices, @Junior1544.

Since you’ve already tried all the steps provided by my colleague above and still showing the same problem, I suggest reaching out to our Customer Support team. 

They can get into your account in a secure environment, isolate the issue you’re having and help you in resolving it.

You can follow the steps below on how to reach them:

1. From your QuickBooks Desktop account, click the Help menu at the top.  
2. Click the QuickBooks Desktop Help menu and select QuickBooks Desktop Help.
3. Provide some information about this concern in the search box.
4. Click the Contact Us link at the bottom of the window. 
5. You'll now be provided with a few support options.  

Our Customer Support for QuickBooks Desktop (QBDT) Pro and Premier is available Monday to Friday from 6:00 AM to 6:00 PM (PST). For QBDT Enterprise, you can reach out anytime at any day.

Check this article for detailed guidance in reaching out to our Customer Support: Contact QuickBooks Desktop support.

In case you've encountered error messages when sending your emails, refer to the following article on how to fix it: How to fix "Error: QuickBooks is unable to send your email to Outlook". 

I'm always here if you need more help in sending your invoices and or anything else by leaving a reply below. Stay safe and enjoy the rest of the week!