cancel
Showing results for 
Search instead for 
Did you mean: 
BlackInk3200
Level 2

Multiple emails for a customer

Quickbooks Online is VERY elementary with regards to Customer Contacts (Vendors also for that matter) I dont see where you can have invoices go to email [email address removed] and statements go to [email address removed] is that right? I dont even see a place to keep track of multiple contact info at all. Right now, I have a huge list of customers that want the statements emailed to their accounting office email, which is different than the main customer email. It requires me to remember, and manually type email addresses in the statements screen each month. Not to mention interim statements if someone asks. As an accountant user, Its almost impossible to keep this up for multiple of my clients. HELP

15 Comments 15
jamespaul
Moderator

Multiple emails for a customer

Hello, BlackInk3200. 

 

I would also want to be efficient in keeping track of my lists. I'll shed some light on how the emailing system works in QuickBooks and help you manage your customer's email addresses. 

 

The invoices and statements will go to the email entered in the customer profile. We're unable to specify where a specific email address would go at this time. 

 

To keep track of your customer contact information, you'll want to run the Customer Contact List report. Simply go to the Reports menu, then search "Customer Contact List" in the search box. 

 

Also, you can enter another email address (the accounting office email in this case) in the customer profile. You'll want to add a comma to separate the main and the office email addresses. Here's how:

 

  1. Go to your Customers list in QuickBooks Online.
  2. Find and select your customer.
  3. Click the Edit button.
  4. In the Email box, enter the accounting email address (separated by a comma). 
  5. Click Save.

 

office1.PNG

 

Do this to the rest of your customers. When you send a statement (or any transaction), it will be sent to the main and the accounting office email addresses. 

 

Our engineers might change the flow and add more features on how you'll be able to email customers (and vendors). You'll want to check out our QuickBooks Blog for future releases and new updates. 

 

Do you have other tasks to tend to in QuickBooks? Our help content can definitely help you out. Browse them in our articles list page and look for an article. 

 

Let's hear your other concerns if you have any. I'm willing to help you out in completing your tasks in QuickBooks. 

BlackInk3200
Level 2

Multiple emails for a customer

Thank you for that jamespaul, however I am aware of that option, as that is what I have been using. That is what I consider very elementary. This day in age, people inboxes are blowing up with bulk emails and my customers have all requested that they only get emails that pertain to them. For instance, the sale rep does not want their inbox full of statements, and other correspondences meant for accounting, etc... and the accounting office does not want sales orders, warehouse manager only wants tracking info, and so forth. Seems simple to add multiple contact info like all other programs feature including Intuit QuickBooks Desktop versions. But thank you for your reply

Fiat Lux - ASIA
Level 15

Multiple emails for a customer

@BlackInk3200 

Consider having a CRM app.

BlackInk3200
Level 2

Multiple emails for a customer

Good suggestion, however I am cautious. All three apps that I decided to go ahead and give a go this year are causing me headache. I have spent probably 15 hours on customer support with those. ugh! What one do you recommend? 

Fiat Lux - ASIA
Level 15

Multiple emails for a customer

Which apps did you explore? I don't want to recommend the same app to make sure.

BlackInk3200
Level 2

Multiple emails for a customer

none of them are CRM apps- other types. I have not tried any CRM yet

Fiat Lux - ASIA
Level 15

Multiple emails for a customer

What kind of business do you run? A construction company, a professional service, or else?

LB1102
Level 1

Multiple emails for a customer

I have the same scenario:
Several customers have a payables (data entry) e-mail where invoices are to be sent; this is currently the forced set-up as the 'default' e-mail address on their profile in Q.B.; these customers also have a DIFFERENT, accounting department e-mail address where statements are to be sent. (This is the norm and has been for quite some time in business, as different departments have different duties and process only specific forms) When I generate statements, I have to keep a separate compiled listing of these customers that require them to be sent to a different e-mail address other than the default.  Surely there must be a field setting that allows e-mail addresses to link to different forms?? Or is this a customization that users would have to pay for?  This is very frustrating not being able to discern who gets what, with what would be a simple field assignment.

Catherine_B
QuickBooks Team

Multiple emails for a customer

Hi there, LB1102.

 

I definitely understand how convenient it can be to be able to assign different email addresses to each sales form. Please know that we closely monitor feedback submissions and take them into consideration when prioritizing feature development. Here's how you can sen your request: 

 

  1. Log in to your QuickBooks Online account.
  2. At the upper-right, click the Gear icon. 
  3. Select Feedback.
  4. Enter your suggestion and click Next

You'll want to check out our QuickBooks Blog page on any feature updates.  Meantime, you'll want to manually enter the email address on the customer's statement or check out for our supported third-party apps

 

Let me know if you have other questions in handling your sales transactions. Take care!

Sbentson
Level 1

Multiple emails for a customer

Very helpful! Thank you

JessT
Moderator

Multiple emails for a customer

Hi Sbentson!

I'm glad you found the solution in the above responses about sending emails to customers. If you still have other concerns about QuickBooks Online, you can always go back to this thread or post a different topic. Have a good one!

PTL LA
Level 1

Multiple emails for a customer

Hey totally agree!! Just switched to qb online from desktop…. Why is this taking so long just to add some more characters or fields to be able

to send invoices and statements to more email addresses….. that’s a huge way to loose people as there is alot

of programs to compete and the clients have been asking now for I believe 6 years as I am reading all these threads! Let’s go qb it can’t be that hard…. Any solutions in the workings or you gonna keep loosing companies from the construction side of things… 

Q-AskAlot
Level 1

Multiple emails for a customer

Our business needs this as well- different departments need a different part of the process. Paid Receipts go to someone different than an Estimate, and yet another department for the actual Invoice. It is almost May 2024.

IrizA
QuickBooks Team

Multiple emails for a customer

 Let me chime in and share some tips on how to send an email to multiple customers, Q-AskAlot

 

If you're using QuickBooks Online (QBO), you can add multiple emails within your forms or your customer's window by adding a comma "," after typing the first email address. Let me explain the process in detail: 

 

To add multiple email addresses within your customer's profile: 

 

  1.  Go to the Customers & Leads menu and choose Customers
  2. Find your customer by typing their name in the Search bar or by scrolling down, and then clicking on their name.
  3. Click on the Edit option located beside the New Transaction option.
  4. Within the Email field, type the first email of your customer.
  5. After adding the first email, add a comma, and then type the name of their second email address. 
  6.  Once done, press Save

 

To add multiple email addresses within your forms: 

 

  1. Go to the left navigation panel and click on the +New icon. 
  2. Choose the transaction you want to create. 
  3. In the Email field, type the first email of your customer.
  4. After adding the first email, add a comma, then enter their second email address. 
  5. Fill out other information as required. 
  6. Once you're done, press Save

 

You can also customize invoices, estimates, and sales receipts in QuickBooks Online to add some personalization and specific information to your sales forms. 

 

If you have any other questions, feel free to leave a comment below. I'm always here to provide some assistance.

DSMINC1
Level 2

Multiple emails for a customer

I have read all these threads dating back to at least 2021.  What mommy basement dwelling IT coder  that never has ran a business designed this pile of....   You can have hundreds of customers and various emails , Various people working and not knowing where what and have to cut paste an email address ever time you email something other than the invoice ie statements , sales reciept, etc.  You enter them and done  like qb desktop!!!.  I could have 4 emails listed!   Placing memo notes in fields to do this when doing that.  This online version seems to be back to the quickbooks in 2000  a giant step backwards in a pile of .....   But being charged a kings ransom to access a program that does not deserve it.   This should have been an improved version of qbd.  Take action somebody!!

Sign in for expert help
Ask questions, post replies & join our community of QuickBooks users.

Need to get in touch?

Contact us