Invoicing Email

Hi there, FlexFl. I can see the importance of modifying the email template for your invoices in QuickBooks Desktop (QBDT). Let me share some information about this feature.

QuickBooks is constantly getting a makeover for product updates and improvements. The look and feel of sending invoices from our system may be different, but the same ease of use and effectiveness will remain. The good news is that you can always modify your forms and templates through the Preferences window.

Here's how:

1. Open your file.
2. Go to the Edit menu, then Preferences.
3. Tap on Send Forms.
4. Click on Company Preferences.
5. Choose the template you're using, then Edit.
6. Start to alter the details from there.

I'm also adding this article for more reference: Create custom email templates in QuickBooks Desktop. 

To learn more about invoice layouts, you can open these articles:

• Use and customize form templates
• Email sales forms, invoices, and statements in QuickBooks Desktop

If you have other concerns while emailing your transactions, let me know by leaving a comment below. I'm more than happy to help you again. Have a good one!

Thank you for answering, however, in the header of our emailed invoices, our company name has reverted back to our prior company name and there is a misspelling. The pay now button is also gone. It is so embarrassing. I can't find the template or layout or whatever it is to correct it. It is definitely not from an upgrade. 

Hello there, 

You can change it according to your updated company name for your forms and templates through the Preferences window by following the updated steps provided by my colleague above. You may also refer to the screenshots we attached for better reference.

1. Go to the Edit menu, then Preferences.
2. Tap on Send Forms.
3. Click on Company Preferences.
4. Choose the template you're using, then Edit or Add.
5. Start to alter the details from there.

As for your Pay Now button, you'll want to review the setup again if the online payment option is enabled. Or If you've upgraded your version, you can reconnect your payments account by following these steps:

1. In QuickBooks Desktop, go to the Customers menu.
2. Select Link Payment Service to Company File. If you see a message about credit card protection, fill out the fields and select OK.
3. Enter the user ID and password you used to sign up for QuickBooks Payments. Then click Sign In.
4. Choose Connect. Or if you're transferring your payments account to another company file, click Transfer and then Yes, transfer.

For more details, refer to this article: Connect your QuickBooks Payments account to QuickBooks Desktop.

You may visit this article to learn the reconciling workflow: Learn the reconcile workflow in QuickBooks.

Don't hesitate to add more questions if you need anything else. We'd be more than happy to help you again.

That it the same path the first reply told me to use - that is not what I need to revise. I need to revise the email header and footer, not the text.

Our actual email format surrounding the text changed a little more than a month ago. We did not do any changes, it happened spontaneously.

Screen shots are attached in a Word doc for reference.

I cannot invoice through QB anymore as this looks terrible. Our customers think we have been hacked.

Thanks for the prompt response, FlexFl.
 

I would love to help and provide you with helpful insights regarding the layout issue of your electronic invoices. In order to do so, could you kindly provide the entire screenshot of invoice or page? This will ensure that I give you the most accurate and relevant details tailored specifically to your setup.

Make sure to cover or not include your personal identifiable information. Furthermore, the supported image types are JPG, JPEG, GIF, and PNG. The maximum size you can attach is 9 MB.

 Any additional information will be greatly appreciated. I'll keep an eye out for your response and look forward to assisting you further. 

Where does the surrounding layout come from? The red outlined boxes.

This is how it appears in print preview. Where does the formatting come from in the actual email and why is it not like the print preview?

We appreciate your response, @FlexFl. Let me step in and share additional steps to fix your invoice email template in QuickBooks Desktop (QBDT).

First, ensure that your company information is showing the correct name. Here's how to check:

1. Go to the Company menu. 
2. Select My Company.
3. Click the pencil icon.
4. Go to the Contact Information tab and ensure the correct company name is displayed. Otherwise, edit it and click OK.

Additionally, it's possible that it's a temporary issue with QBDT. To resolve this, utilize the QuickBooks Tool Hub. It is a launchpad with a collection of tools to assist with various concerns, such as company file issues.

Here's how to install it:

1. Close QBDT.
2. Download the most recent version (1.6.0.3) of the QuickBooks Tool Hub and save the file somewhere you can locate it easily.
3. Open the file (QuickBooksToolHub.exe).
4. Follow the on-screen steps to install and agree to the terms and conditions.
5. Then, double-click on your Windows desktop to open the tool hub.

To learn more, please refer to this link: Fix common problems and errors with the QuickBooks Desktop Tool Hub.

When a customer pays for an open invoice, enter the payment in QBDT. By doing this, the invoice is considered paid and your books are balanced.

Keep in touch if you have other questions about customizing invoice templates. We're always around to answer your concerns. Take care and have a nice day!

Did you ever get an answer? Or Fix?

I am having the same thing. It takes the name of my internal company file.

Hi there!

We want to ensure this gets sorted out.

Beforehand, I recommend sharing a screenshot of your emailed invoice. That way, we can investigate the main cause of this and provide accurate steps to resolve this. 

I'll keep an eye on your response to ensure this gets resolved. 

We never did get a fix or answer. We have a (hopefully temporary) work around.

I have changed the from email address in Preferences away from QB Email to my outlook email address. The invoice has yet another format but it is better than the terrible format with no payment link from before.

We had a generic AR email address we used to use but that stopped working from QB as well (I'm told because it is a shared mailbox but it did work before). Our preference is to use the shared email in case someone is out.

Hope that helps/

We did not get it fixed. I did find a work around.

Less than ideal but I changed the from email in My Preferences away from QB Email to my email. Our preference is to use a generic shared mailbox in case someone is out but that didn't work either.

I still have not gotten to the reason why it stopped working.

Hope that helps.

Here is a look at what I am talking about. I have attached it.

 It sounds like you did everything you could. Let me help you with emailing your invoices with the correct header. 

We appreciate you for providing us with a screenshot to better isolate the issue. Did you create a new email template when sending emails? If so, it can be QuickBooks still uses your old template causing the incorrect name in the header. Here are two ways to apply your new template.

First, copy and paste the correct message before sending the email:

1. Go to the Edit menu and select Preferences.
2. Select the Send Forms menu and then the Company Preferences tab.
3. Highlight the template you want to use and select Edit.
4. Copy the message's body text.
5. Go to the File menu and select Send Forms.
6. Choose the email you want to send. Paste the copied text into the body section. Note: If you're using QuickBooks Desktop Enterprise, you select Edit Email first.
7. Press Send Now.

Lastly, reset your email later settings: 

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

This puts the transaction back in the email queue. It should now use your new default template. If you have performed the troubleshooting steps yet the issue persists, I recommend contacting our Technical Support Team. One of our experts has the necessary tools to check your account securely and perform a screen-sharing session to conduct further investigation into this behavior. Here's how you can get in touch with an agent:

1. In QuickBooks Desktop (QBDT), click Help.
2. Choose QuickBooks Desktop Help or press F1 on your keyboard. 
3. Click the Contact Us button in the Have a question? window.
4. Enter your concern in the description box and select Continue. 
5. Choose either Chat with us or Have us call you. 

Please take note of our business hours to ensure we can attend to your needs.

Additionally, I’m adding this resource where you can access our self-help articles: QuickBooks Desktop guide. These resources contain topics that will guide you on how to efficiently handle your taxes, payroll, account information, banking tasks, sales or expenses-related activities, and so on.

I'm always around to lend a hand if you need more help with managing your invoices or anything else related to QuickBooks. 

This is  EXACTLY what happened to our invoices. We did not make any changes in QB but one day the formatting changed to the red lines and QB file name, which is not our dba name, and customers started having trouble with the pay now link. Our customers thought it was a scam email so AR has been a challenge.

As I mentioned, the only work around we have found is we moved away from QB mail in forms preferences and the invoices now come from my email address, it could not be a shared mailbox. Not ideal in case I am out of the office.

Thanks for sharing.  We are having the same problem.  It occurred just recently when QB would not send an email until I ran an update.  After the update the email graphic looks terrible.  We use the desk top installation, and we use Outlook to view our emails.  Both the estimate and invoice have red squares around the text.  The interesting thing is when we went to the native mailbox on the web, and viewed the email it is fine.  I suspect something is not working between QB and Microsoft Outlook.  IN the meantime, our work around is not using QuickBooks email as well.  We have found the most software companies support is minimal.  Good luck.

Thanks for sharing.  We are having the same problem.  It occurred just recently when QB would not send an email until I ran an update.  After the update the email graphic looks terrible.  We use the desk top installation, and we use Outlook to view our emails.  Both the estimate and invoice have red squares around the text.  The interesting thing is when we went to the native mailbox on the web, and viewed the email it is fine.  I suspect something is not working between QB and Microsoft Outlook.  IN the meantime, our work around is not using QuickBooks email as well.

 To Intuit: it’s NOT something we can fix under preferences. It’s the QB Intuit email that sends to the client. The Email is pulling the QB FILE NAME, not the company information in the file. The tiny “pay now” button is not visible. The pink lines and wording look like a complete scam. This is incredibly embarrassing and Intuit needs to fix it immediately. Like who at Intuit thought this was a good look and approved this change?

Hi there, @jennisbsvb.

I’ve seen that you’ve posted multiple times with the same concern in the Community space. My colleague already handled this for you. You can visit this link to view her recommendation: https://quickbooks.intuit.com/learn-support/en-us/reports-and-accounting/re-change-to-email-invoices...

If you need more information about managing your company, feel free to visit our Support page. It contains ways and tips to make sure everything is accurate and organized.