How do I edit the template when I combine forms to a recipient in one email?

Welcome to the Community, @exportmanagementsysteminc.

We’ll have to open the Template page to edit the transaction’s display. Here’s how:

1. Go to Lists at the top menu bar to choose Templates.
   
2. Right-click beside the invoice you're working on to select Edit template.
   
3. This will open the Basic Customization page.
   
4. From there, perform the necessary changes to the template.
5. Click OK once done.
6. Next, go back to the Send Forms window to email the transactions.

Let me share the Use and customize form templates guide for more details. It outlines the instructions on how to personalize a form as well as steps to import or export a template.

Keep me posted if you need help while working in QuickBooks. I'll pop right back in to assist further. Have a great rest of the day.

Hello,

I made a mistake with my post. I didn't mean a template, but the body message when sending invoices. When I send individual invoices, the body message is what I wrote. When I switch it to "Combine forms to a recipient in one email," it changes the message completely and I can't find where to edit it.

Thank you.

Hello,

I made a mistake with my post. I didn't mean a template, but the body message when sending invoices. When I send individual invoices, the body message is what I wrote. When I switch it to "Combine forms to a recipient in one email," it changes the message completely and I can't find where to edit it.

Thank you.

Hello there, exportmanagementsysteminc,

You'll want to select Batch in combine sending the invoices. That way, it'll show the body message you wrote. Here's how:

1. Go to Customer Center.
2. Select a customer, then open an invoice.
3. Click the dropdown under Email, then select Batch.
4. Note that all transactions will show on the Send Forms window.
5. Select the transactions you want to send, then click Send Now.

Furthermore, you have an option to edit the Body message before sending it.

Let me know if you need further assistance.

Hello,

Do I have to click on "batch" under email every time I would like to send multiple forms? The issue I'm having is that when I click on "File" and "Send Forms," it sends batch invoices with different body text.

I attached a picture of the issue. I blurred it out for security reasons but you may get the idea.

If you look at the top picture, when I send invoices individually, the body text is what I would like to write. The bottom picture when I have the "Combine forms to a recipient in one email" checked, it changes the body text to something else.

I'm trying to figure out how to make change that permanently.

Thank you for your help.

Hello, @exportmanagementsysteminc.  

QuickBooks Desktop allow you to change the default text for invoices, estimates, sales orders, and other documents that are commonly e-mailed from within QuickBooks. Once you have made your updates, the changes you've made will take effect.

Though, You'll need to add a new template and make changes afterward.

Here's how:

1. Click Edit, and select Preferences.
2. Select Send Forms.
3. Choose the Company Preferences tab.
4. Click the Add Template button.
5. Enter the template name and check box the Default.
6. Modify the subject and the body of the email.
7. Click Save.  
8. Tap OK.

After that, you can go to the File menu and select Send forms. From there you can select one of your templates when you send a batch of emails. 

You may check out this article for additional information about the process: Create custom email templates in QuickBooks Desktop. 

Also, feel free to read these handy articles for your reference: These articles will guide on how to fix email template issues, create custom Field, and customizing forms:

• Fix custom email template issues
• Use and customize form templates
• Create and use custom fields

Don't hesitate to leave a comment below if you have follow up questions. I'm always to help. Take good care. 

Quickbooks is not using the "Default" template for any given type of form being sent for its Send Forms dialog box anymore.

I know because this is the text in the forms for sending invoices:

Dear [Last-First],

Please find your invoices attached.

Thank you for your business. We appreciate it very much.

Sincerely,

[company]
[website]

NONE of the templates, including my default template for invoices, look like that.

Quickbooks appears to use a template for this that is not modifiable by the user, instead of allowing us to select from the templates we've already created for sending forms.

This is a huge oversight. Fix it please.

I appreciate you for joining the thread, Ryan.

I'm here to share with you some information about form templates and in QuickBooks Desktop.

The form templates are used to customize and control your forms. You can manage how you want your transactions to look like and what information to include. If you want to modify the text or message when sending invoices or other forms, you can customize it through the Send Forms window. I'll show you how.

1. Go to the File menu, then click on Send Forms.
2. Locate the transactions you want to send, then customize the body of the email at the left side of the page.
3. Tap on Send Now.

For more hints about this topic, you can check out these articles:

• Use and customize form templates
• Send online invoices in QuickBooks Desktop

I'm also adding this link to learn more about the different ways you can track customer transactions in QuickBooks Desktop: Get started with customer transaction workflows in QuickBooks Desktop.

If you have any other questions about form templates, let me know by adding a comment below. I'm always here to help. Wishing you a good one!

The issue that the OP is complaining about is that this feature is missing in whatever version of Quickbooks they have. I have Quickbooks Pro 2020, and this is what the screen looks like for us. 

Do you see how we don't have the Template drop-down menu that is present in your screenshots of Accountant 21? I don't know what other versions this feature is missing in but it's clearly an oversight either way. 

Can you please alert your developers so they can fix this in the next update? Thanks!

Thanks for joining this conversation, @ryanmeray.

I tried replicating this on my QuickBooks Desktop (QBDT) Pro 2020 sample file, and I was able to see the Template drop-down.

As an initial troubleshooting step, let's run the QuickBooks built-in diagnostic and repair tools called rebuild and verify data utilities. These tools will repair and notify you of any possible data damage within the file.

Here's how:

1. Go to File, then select Utilities and Rebuild Data.
2. Choose OK. Follow the prompts to save a backup.
3. Click OK once completed.
4. Now, go back to File, then Utilities, and select Verify Data this time.

If QB detected no problem with your data, hit OK. However, if it finds an issue, you will be prompted to Rebuild Now or View Errors. Choose Close, then perform the steps below. Here's how:

1. Locate and check the QBWin.log or QuickBooks.log files.
2. Scroll to the bottom for the most recent Verify information.
3. Find the line that contains the LVL_ERROR, then check Top data damage errors in QuickBooks Desktop.

For additional information about the process, consider checking out this article: Fix data damage on your QuickBooks Desktop company file.

Reach out to me in the comment section if you have any other issues or concerns. I want to make sure everything is taken care of for you. Have a great day!

My "send forms" menu is the same after this process completed.

Hello there, ryanmeray.

I can share additional steps to fix this.

Let's ensure that your QuickBooks software is up-to-date so you always have the latest features and fixes. Then, you can run QuickBooks File Doctor to continue fixing this issue.

Step 1: Download and install QuickBooks Tool Hub.

1. Close QuickBooks.
2. We recommend you download the most recent version (1.4.0.0) of the QuickBooks Tool Hub. Save the file somewhere you can easily find it (like your Downloads folder or your Windows desktop). 
3. Open the file you downloaded (QuickBooksToolHub.exe).
4. Follow the on-screen steps to install and agree to the terms and conditions.
5. When the install finishes, double-click the icon on your Windows desktop to open the tool hub.

Step 2: Run Quick Fix my File.

1. From the tool hub, select Company File Issues.
2. Select Quick Fix my File.
3. Click OK when it completes and launch your QuickBooks.

If the issue persists, let's move to step 3:

Step 3: Run QuickBooks File Doctor.

1. From the tool hub, select Company File Issues.
2. Select Run QuickBooks File Doctor. It can take up to one minute for the file doctor to open. Note: If the QuickBooks File Doctor doesn't open, search for QuickBooks Desktop File Doc and open it manually.
3. In QuickBooks File Doctor, choose your company file from the drop-down menu. If you don’t see your file, hit Browse and search to find your file.
4. Click Check your file (middle option only) and then Continue.
5. Enter your QuickBooks admin password and then select Next.

Once done, you can reset your email later settings.

Here's how:

1. Find and open the transaction you want to send.
2. Select to uncheck Email Later box. Then click Save & Close.
3. Reopen the transaction. Select to check the Email Later box. Then hit Save & Close.

For your reference. you can check the guide here for more details: Fix company file and network issues with QuickBooks File Doctor.

In addition, you can explore these handy materials where you can see more detailed steps and further instructions can be found:

• Create custom email templates in QuickBooks Desktop.
• Fix custom email template issues in QuickBooks Desktop.

Let us know if you have further concerns about form templates. The Community and I will always here to help.

Nothing has resolved this issue. It definitely seems specific to the company file though - I found that if I opened a sample company or created a new company, the Template drop-down menu is right where it should be.

I've run all updates and run both the Quick Fix and the File Tool and found no issues. I've deleted all my custom templates and reset them all back to default. I've removed the Email later flag from all my previous invoices and estimates. I am still missing the Template drop-down.

Sample Company:

My company:

Thanks for updating the Community, ryanmeray. I appreciate you performing each of my colleague's troubleshooting steps and providing screenshots.
 

Since your Template drop-down list still isn't displaying, I'd recommend getting in touch with our Customer Care team. They'll be able to pull up your account in a secure environment, conduct further research, and create an investigation ticket if necessary.

They can be reached while using QuickBooks.
 

Here's how:

1. In the top menu bar, go to Help, then QuickBooks Desktop Help.
   
2. Choose Contact Us.
   
3. Enter a brief description of your issue in our Ask a question (or tell us what's wrong) field.
   
4. Click Continue.
   
5. Select We’ll contact you for a callback or Message Us to start an instant messaging session.

Be sure to review their support hours so you'll know when agents are available.
 

I'll be here to help if there's any questions. Enjoy the rest of your day!

I would love to get help but your chat people keep hanging up on me.

@FritzF When you tried replicating, did you checkmark the "Combine forms to a recipient in one email" checkbox on the Send Forms popup? My guess is no. Will you please provide a screenshot of your Send Forms popup with the "Combine forms to a recipient in one email" checkbox checked and show that the Template drop-down is available?

Is there any way to change the text on the batch send email other than typing it in on every client?   When I choose just to send 1 invoice the text is correct but it goes back to the basic when selecting "Combine..."

Yes @lisaballard4265, there is. QuickBooks Desktop lets you modify the default text for invoices. After making any necessary updates, the changes you made will take effect. I've got all the steps to walk you through the process.

We can begin by creating a new email template. Here's how:
 

1. Go to the Edit menu and select Preferences.
2. Select the Send forms menu and then the Company Preferences tab.
3. Click Add Template.
4. Enter the template name and check box the Default.
5. Modify the subject and the body of the email.
6. Click Save, then tap OK.

Once done, you can use the template when sending invoice batch emails. From the Send Forms window, click the dropdown and select the template you created. See the screenshot below for your guide.
 

Please know that once the "Combine forms to a recipient in one email" is checked, it will automatically changed to the basic. If you don't want that to happen, you can leave it unchecked. 

Moreover, if you notice your emails aren't using your new template, here's a guide to fix them: Fix custom email template issues in QuickBooks Desktop.

Let me know in the comments below if you have other follow-up questions or concerns. I'd be more than happy to help. 

I was just about to ask if you figured this out, but then I thought... what if I select the subject line then back tab and use the arrows. Seems I figured it out! My work around should work for now, hopefully it'll be fixed in future versions.

So for others who have this same issue and find this thread, the email template drop down is hidden behind the attachment field as it apparently isn't shifting the field down so it remains visible. Either tab from the "To" field a couple times or back tab (Shift Tab) from the "Subject" field once, then use the up/down arrows on your keyboard to select a template. It still has the issue of not selecting the default email template, but at least I can select the template without copy/pasting now.

Where even is this template, it's not in preferences and why use the Customer Name and not the Customer's Company Name or First/Last name?  

Dear [Customer Name],

Please find your statements attached.

Thank you for your business. We appreciate it very much.

Sincerely,

[My Company's Name]
[My Company's Website]

Holy Smokes!!! Brilliant find! I mean, that's very sucky on Intuit's part for this bug and never fixing (nor will they ever fix) it, but great job figuring that out and for sharing! I can confirm it works. I can sometimes even get the template dropdown to appear by clicking in the space between the subject line and the attachment. Just keep clicking around and see if it appears. Too funny! 

How about a fix for this Intuit?