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A
aleeper52
August 5, 2021
Question

Statements sent to wrong customers.

  • August 5, 2021
  • 1 reply
  • 6 views

I sent out about 20 statements to customers at the same time. Somehow, Quickbooks sent the wrong statements to the wrong emails. 

I was able to send the correct statements to the correct customers by sending them one by one but that is a hassle to do when billing 200+ people at the same time. 

Does anyone know why this happened and how to keep it from happening again? 

1 reply

C
CharleneMaeFQuickBooks Team
QuickBooks Team
August 5, 2021

Let's perform some troubleshooting steps to resolve this emailing issue, aleeper52.

 

Here are some possible reasons why you've encountered this issue:

 

  • A damaged QuickBooks installation.
  • The email preference is set up incorrectly.
  • Domain admin was blocked.

 

To resolve this, let's make sure QuickBooks is updated. This ensures the software has the latest features and fixes. Then, verify the email preferences if set up accurately. I'll show you how.

 

  1. Go to Edit and select Preferences.
  2. Click Send Forms on the Preference page.
  3. Select the My Preferences tab.
  4. On the Send E-mail Using area, you get an option to see the email you set up.
  5. Choose Web Mail.
  6. Verify if the Email Id and Email Provider and SMTP Server Details are correct.
  7. You can select Add to enter new details.
  8. Once you're done, click on OK.

 

I'd also suggest running and customizing the Customer Contact List report. This helps you check if the emails are correct. For your visual reference, I've attached some screenshots below.

 

You might also want to check this article for future reference: Create Custom Email Templates in QuickBooks Desktop. This provides detailed information in personalizing your templates.

 

Please come back and keep me posted on your progress in emailing the statements. I'm determined to get this resolved. 

A
aleeper52Author
August 19, 2021

My email preference is currently set up to send from my Outlook account. Is there a benefit to switching to Web Email and would the emails still send from the Outlook email I want them sent from?

 

The customer emails are definitely correct and I have been sending these statements for a year from this QB file.

 

Thank you for your help.

 

 

M
MirriamMQuickBooks Team
QuickBooks Team
August 19, 2021

Thanks for getting back to us and providing additional information, aleeper52.

 

There are some factors why you're encountering this issue when emailing customer statements via Outlook. These are due to the following:

  • You're using a QuickBooks version that doesn't support Outlook.
  • There's an issue with Outlook installation.
  • Your profile is not set up in Microsoft Outlook.
  • Outlook is not the default email program.
  • Your QuickBooks is hosted on the Cloud and your service provider doesn't have Office installed as a hosted application.

To help resolve this issue, let's start by making sure that QuickBooks is updated to the latest release to get the latest available features and fixes. After that, verify if QuickBooks supports your Outlook. To do this, see this article for the detailed guide: Fix Outlook is missing in send forms preferences.

 

If you have any follow up questions, please let me know. I'm here for you. Have a great day!

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