Sending emails with gmail in Quickbooks

Hi there, jeggertz. I want to make sure you'd able to send an email with Gmail in QuickBooks.

You can edit your email information and set the server name and port to your email provider. Here's how:

1. Go to the Edit menu at the top.
2. Click Preferences.
3. Select Send Forms.
4. Under the My Preferences tab, select your Gmail account.
5. Click Edit.
6. Go to the SMTP Server Details section in the Edit Email Info screen.
7. Set the server name and port to your email provider settings. 

For more details on the steps above, visit this article: Fix Error: Could not connect to the email server. Then, once done, send a test email again. 

For additional reference in connecting your email to QuickBooks Desktop (QBDT), see this resource: Connect your email to QuickBooks Desktop.

Please let me know in the comments section down below if you have any other concerns. Have a great day ahead.

The server name and port have been set. I can use gmail to send forms. The problem is I can not create and send a customer an email from within Quickbooks using gmail When I try, I get the following error message "Your email cannot be sent because Quickbooks does not support the email program you are using. The supported programs are Outlook, Outlook Express, Windows Mail and Moziliz Thunderbird. I can't imagine there are more Quickbooks customers using Mozilia Thunderbird than there are using gmail.

I appreciate you for getting back to us, jeggertz.

Let's perform some troubleshooting steps to isolate why you're unable to send forms from within QuickBooks using your Gmail account.

First, you can use a 2-step verification for Google. Here's how:

1. Turn on 2-step verification for your Google account.
2. Go to QuickBooks Edit menu and select Preferences.
3. Select Send Forms.
4. Select Web Mail and Add.
5. Fill out the Add Email Info section and select OK.
6. Click OK.

If you're already using the 2-step verification option, then you're good to follow the second step:

1. Turn off 2-step verification for your Google account.
2. Turn on less secure app access in Google. You can read the Google security standards to understand how this may affect your account.
3. Go to QuickBooks Edit menu and select Preferences.
4. Select Send Forms.
5. Select Web Mail and Add.
6. Fill out the Add Email Info section and select OK.
7. Select OK.

If the same error persists, you'll have to configure the enhanced security setting in QuickBooks. Here's an article as your guide: Gmail couldn’t sign you in from QuickBooks Desktop.

I'm just a post-away if ever you have other concerns in sending emails. Have a good one!

The problem is not that I can't sign into Gmail from Quickbooks. Sending forms like invoices and statements works fine. The problem arises when I try to use a customers email address as shown in their account in Quickbooks. As soon as I select an email address in a customers account I get a "WARNING" that says "YOUR EMAIL CANNOT BE SENT BECAUSE QUICKBOOKS DOES NOT SUPPORT THE EMAIL PROGRAM YOU ARE USING. THE SUPPORTED PROGRAMS ARE OUTLOOK, OUTLOOK EXPRESS, WINDOWS MAIL AND MOZILIA THUNDERBIRD".

Hello there, @jeggertz. 

Thank you for reaching out to the Community. It's my priority to help you sort this Here are some of the possible reasons why you're getting this warning. 

Here are the possible reasons why you're getting an error prompt:

• The email preference is being set incorrectly.
• A damaged QuickBooks installation.
• The domain admin was blocked.
• Account security settings from your email provider.

Let's first make sure that your QuickBooks software is updated to the latest version. QuickBooks periodically provides maintenance release and product (software) updates to fix emailing concerns, add features and enhancements, and update compliance information.

Once done, you can check the web mail's settings in the preferences. Here's how:

1. At the top menu bar, click Edit.
2. Choose Preferences.
3. Click Send Forms on the left panel.
4. Under the My Preferences tab, select the email account you're using.
5. Click Edit.
6. Mark the SSL box, or just select Default.
7. In the Server Name field, make sure the server name matches your email provider's settings.

You can check out these recommended articles for more details:

• Set up an email service.
• Error: Could not connect to the email server.
• Update to the latest release of QuickBooks Desktop.

Should you need more help with sending invoices via email, please let me know. I'm more than willing to lend a hand.

All of that is good. I think it's an issue with the way Quickbooks works. They have chosen to only support 4 email providers, Outlook, Outlook Express, Windows Mail and Mozilia Thunderbird if you want to send a customer an email. Sending forms (Invoices and statement) works fine with Gmail.

Google will no longer permit this fix as of May 30, 2022:  https://support.google.com/accounts/answer/6010255?rfn=1646271788206&anexp=nret-fa&pli=1    What will Intuit do to fix this?

I am also concerned about the forthcoming changes with gmail not allowing sign in from third party apps like QuickBooks. As it is now, we have to go in and set up for gmail to allow less secure apps access in order to send an invoice or estimate. This access has to be renewed, or just turned off after sending the form/s and then turn it back on next time.

I do not need to send personal emails to customers directly from QuickBooks - it is easy enough to copy and paste their address into another email app. However, being able to send a standard pre-written email with an attached from is important to me.

I do not have Microsoft Office on the computer I use for QuickBooks, and really don't want more email addresses or apps to manage.

I hope that Intuit is following this topic, because this is a big issue for micro business owners. I am concerned about security, but there has to be a way to make this work.

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@kksews wrote:

I am also concerned about the forthcoming changes with gmail not allowing sign in from third party apps like QuickBooks. As it is now, we have to go in and set up for gmail to allow less secure apps access in order to send an invoice or estimate. This access has to be renewed, or just turned off after sending the form/s and then turn it back on next time.

I do not need to send personal emails to customers directly from QuickBooks - it is easy enough to copy and paste their address into another email app. However, being able to send a standard pre-written email with an attached from is important to me.

I do not have Microsoft Office on the computer I use for QuickBooks, and really don't want more email addresses or apps to manage.

I hope that Intuit is following this topic, because this is a big issue for micro business owners. I am concerned about security, but there has to be a way to make this work.

 

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Did you guys ever get an answer on this? I'm in the same boat.

Thanks for making a follow-up on this post, @paul83. I understand the needa to sending emails with gmail in Quickbooks.

I'll make sure to relay your concerns will reach to our product engineers. That way, they can take a look and consider adding this idea to our features in the future. 

You also want to present your suggestions directly to them. 

Here's how:

1. Go to Help, Send Feedback Online, then Product Suggestion.
2. Choose a Type of Feedback and Product Area (optional) from the available drop-down menus.
3. Enter any suggestions/feedback in your Here is my suggestion: field, then select Send Feedback.

Leave a comment below if you have any follow-up questions. I'll get back to you right away.

In Gmail, once the 2-step verification is turned on just go to App Passwords, select Other and type in Quickbooks.  Make note of the password that was generated ... no spaces.

Open Quickbooks and go to your Send Forms.  Delete the original Gmail setup and create new.  On the first form that is emailed, type in the new generated password and QB will save it for the next time.

Go to Gmail and make sure 2-step verification is turned on.  Then select App Passwords, under select App, choose Other and type in Quickbooks.  Write down the generated password since Quickbooks won't allow it to be pasted.  Open Quickbooks and go to Send Forms, delete the original setup and create a new one.  When the first email is sent out, type in the new password that is for Quickbooks only and QB will save for subsequent uses.

thank this worked perfectly

thank you this worked perfectly

that used to work but now I can't send emails I get a web mail authorization error message

Seems like you'll have to reauthorize your QuickBooks Desktop to resume using Gmail, @cmcyr. 

Let me share further information about it and guide you through the steps.

Last November 11, 2019. Google's privacy policy has been updated. Wherein, any app accessing Google data needs to be reauthorized. You may get a message saying that the app isn't verified if it's not reauthorized. 

When Gmail is set up to use enhanced security, you'll get a pop-up message to authorize QBDT when sending a report or transaction. 

Please note to also install the latest release of QuickBooks Desktop. This prevents the error "QuickBooks is unable to send emails due to network connection failure" from showing.

1. Click on Email from any open transaction or report in QuickBooks.
2. Hit Send, and you may be prompted to sign in using your Intuit credentials.
3. Click on Continue from the Webmail Authorization page.
4. Once done, click on Allow.

Here's what to do in case you'll have issues logging in when you use your email service: Fix webmail password issues in QuickBooks Desktop.

Let us know if you need any more help with this matter or with QuickBooks in general. The Community is available 24/7 for assistance. Stay safe always.
 

" edit " menu?  where?  is this in the settings somewhere? I don't see an 'edit' menu in settings, in the dashboard or any of the side menus. 

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@MirriamM wrote:

Hi there, jeggertz. I want to make sure you'd able to send an email with Gmail in QuickBooks.

 

You can edit your email information and set the server name and port to your email provider. Here's how:

1. Go to the Edit menu at the top.
2. Click Preferences.
3. Select Send Forms.
4. Under the My Preferences tab, select your Gmail account.
5. Click Edit.
6. Go to the SMTP Server Details section in the Edit Email Info screen.
7. Set the server name and port to your email provider settings. 

 

For more details on the steps above, visit this article: Fix Error: Could not connect to the email server. Then, once done, send a test email again. 

 

For additional reference in connecting your email to QuickBooks Desktop (QBDT), see this resource: Connect your email to QuickBooks Desktop.

 

Please let me know in the comments section down below if you have any other concerns. Have a great day ahead.

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Hi there, @tulsahandyman. 

I'd be glad to guide you as to where is the Edit menu is located.

In QuickBooks Desktop, the Edit menu is located at the top left corner of the screen. at the top left corner of the screen.

See screenshot below for more details:

You can check out these recommended articles for more details:

• Set up an email service.
• Error: Could not connect to the email server.
• Update to the latest release of QuickBooks Desktop.

Let me know how it goes or if you have any additional questions about emails. I'll be happy to help you out.

Hi,

this stopped working after a while and it has took me ages to find out the issue.

I came across this article about compatibility issues with older versions of quickbooks (mine is 2014) and windows 10. Basically is says to ensure Microsoft.net 3.5 and 4.7.are checked and working. I did this and found they were not checked, i then updated it, restarted the computer put a fresh app password in my google account. After this restarted quickbooks then tried to send an e-mail, used the new app password then hey presto the e-mail was sent successfully. 

Below is the part of the article i have found, i was not able to provide the link.

if you search for accounting helpline, quickbooks-desktop-issues, quickbooks compatibility with windows 10 it will get you to the page

Most of the users search over the internet certain queries like “Is QuickBooks Pro 2019 compatible with Windows 10” or “Does QuickBooks 2019 work on Windows 10” in order to see if their QuickBooks versions are compatible with Windows 10 or not. To answer all the queries for once and all, here are all the QuickBooks-Windows 10 compatible versions that would not face any issues while running on the operating system.

1. All the versions higher than or including the QuickBooks 2016 (Release 7)
2. QuickBooks 2015 and 2016 (From Release 1 to Release 6)

QuickBooks 2014 or earlier versions are not supported in the Windows 10. So, if you are facing QuickBooks-Windows 10 compatibility issues like QuickBooks Error 15271, you would need to update your QuickBooks to the latest release. Additionally, you would require to enable the Microsoft .NET Framework 3.5 to ensure no QuickBooks-Windows 10 compatibility problems. As a matter of fact, all the QuickBooks compatible platforms must have it enabled through the following steps for the smoothest experience.

1. Go to the Control Panel of Windows and click on the Uninstall a Program feature.
2. In the following tab, at the left corner, select Turn Windows Feature On or Off.
3. A window shall open instantly. There, check if the .NET Framework 3.5 and 4.7 are checked or not.
4. If they are checked, click on Cancel. If they are not checked, put one in their boxes and select OK.
5. Exit from the Control Panel and restart your computer.