Using multiple email templates based on client type

Thank you Mark_R. This answers my question. Take care!

Hello there, @Gayle3.

I'm happy to know that the steps I provided above answers your question.

In case you need tips and related articles in the future, visit our QuickBooks Community help link for reference: QBDT Self-help.

Please know that the Community is always here if you need more assistance with QuickBooks. I'll be happy to help you out. Have a great day!

I need to be able to email templates to different email addresses depending on the template.  The initial copy goes to sales to confirm the correctness of the order but once it ships the invoice goes to their billing.  Right now I have to send everything to everyone.  I need an email address per template not per customer.

Hello there, skipbales.

At this time, you can only set a specific email template per Customer:Job in QuickBooks Desktop.

I can see how beneficial it can be being able to email templates to different email addresses. I'd like to share this suggestion to our developers for this can help them in determining what options to introduce into the software in the future updates.

For now, I encourage you to check our QuickBooks New Features to be updated of the latest product enhancements.

Here's how:

1. Go to Help.
2. Click New Features.
3. You can either choose New Feature Tour or What's New.

Know that you're always welcome to come an visit us again if you have other concerns. I'd be more than happy to help.

Thank you.  It seems this is a pretty basic need.  I believe it would have universal support.  

By default I have to set each company to copy everyone and try to remember to delete the users who don't want a copy but it is easy to forget.  If I try to remember to add a user and forget the order does not go in to the manufacturer.  If I have to remove the manufacturer copy and forget they get copied on the invoice and think it is a new order.  The owners do no like the Sales people to get copies of the overdue invoice emails and I sometimes forget to remove them.  

A template for each group would really be handy.  I how QB is listening.  :-)

Hello, 

I'd like to be able to switch from "current" invoice template and a "past-due" template but am unable to find where I can switch back and forth between the two templates, which requires me to switch to single user mode to do that. Am I missing something?

You haven't missed something, @RenaRT. 

Customizing your email templates needs the company file to be in a single user. You must also sign in as admin or have the permission to modify company preferences. With this, there isn't currently a way to switch back and forth between the two templates if you're on a multi-user mode. 

I can see how this feature would be beneficial to your business. Rest assured, I'm taking note of your suggestion for future enhancements. If you're using the 2019 version, I'd suggest visiting this link: What's New. In this article, you can learn more about our latest product features that can benefit you and your business.

You can count me in if you need anything else. Have a good day, @RenaRT. 

Has this issue actually been fixed?  It is only letting me use 1 default message each for Invoices, Purchase Orders, etc. and gives me no option of selecting a different message based on different needs.  

I'm using QBD Enterprise version, which supposedly has all the bells and whistles.

Example of the need for multiple e-mail templates:  Requirements/Instructions of a Deposit Invoice may be different than a Progress or Final or Change Order invoice.

For PO's, we have Vendors who supply product only and Subcontractors who do site work.  Instructions to and requirements of them are VERY different.

I end up having to put all scenarios in the single templates and then editing the messages every single time I e-mail them out of QBD.  It doesn't even allow highlighting or italics to create emphasis.  If I were to send them out of Outlook where I can have unlimited templates then I lose the ability for the customer to pay online with the link.

Very frustrating and inefficient ongoing issue.

Good evening, @EH in CT. 

It's great to see you back in the Community. 

At this time, this option isn't available in QuickBooks Desktop still. I'll send feedback to our Product Developers so they can consider this in the near future. 

You can always keep up with what's new in the system by using our Blog site.

If you have any other questions or concerns, don't hesitate to ask. We're always here to lend a helping hand. Take care!

This seems like such a basic option, I can't imagine each user does not need it.  We create a sales order and the sales and maybe Purchasing wants a copy to confirm.  AP does NOT want a copy.  It annoys them if we copy them on Sales Orders.  Later when the product ships the Packing Slip goes to sales and maybe to receiving.  Again P does not want to be copied.  Then it is billed and that goes to AP but Sales and receiving DO NOT WANT  a copy.  Each outgoing email template needs to go to different people at my customer location.  It is annoying to them that people who need the information don't get it and those who don't need it get a copy.  If I just copy everyone all the time they all get annoyed.  I have to edit to "to" address for each template each time I send one out.  If I forget I get customer complaints.  Being able to save cc users is only of value for tiny customers where the owner wants to see everything.  This is a universal short coming.  This is supposed to be an "Enterprise" version.  It operates more like Mom and Pop.

Thanks, Candice.

I'm happy to be a beta tester for any new features.  I've been using the QBD Desktop and Enterprise platform for 15 years and it's really frustrating having to do these kinds of work arounds day in and day out just to get routine things accomplished.  

I know Intuit would rather invest in and move people to QBO, which I also use, but QBO doesn't have nearly the functionality that we need so we're sticking with QBD Enterprise for the foreseeable future.  Also, almost nothing is called the same thing or works the same in the two platforms, so it's extra work to remember how to do things in QBD then try to do the same tasks in QBO and find where they're buried or adapt each time to how they function differently.

Hey EH.  I can create as many templates as I want and they can all say different things  So you should be able to as well.  

What I can not do because the system can't do it, is have different contacts get the different templates.  So if I make a Packing Slip template to go to shipping and the Sales Rep it goes to a fixed list of recipients.  The owner, the AP clerk, shipping dept, etc.  Or I have to remember to add and delete the recipients for each customer depending on who wants to see what.