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Level 1

Including links to pay invoice online within QB invoice emails

QuickBooks Premier Edition 2019 (Desktop)

I have all of my customer accounts turned on to allow online payments via Credit Card/Bank Transfer.  When I create my invoices, I flag them to be emailed later so that I can send them in bulk.  Once the invoices are all in QuickBooks and ready to send, I go to file / send forms and it gives me a list of message ready to be sent.  If I send the message in this bulk fashion, QuickBooks does not include the Pay Now link to allow online payment.  It only seems to include that link if I manually go through and send each invoice by email one-by-one.  This seems crazy given that there are 100's if not 1000's of invoices sometimes.  Am I missing something.  How do I bulk send new invoices AND include the Pay Now option?

 

 

5 Comments
Moderator

Re: Including links to pay invoice online within QB invoice emails

Hi there, @jnielson.

 

Thank you for posting in the Community. I'll be happy to help share some insight about adding the Pay Now button when sending the invoices in bulk. 

 

To ensure I'm on the same page, can you confirm how did you send the invoices? Typically, when you create the invoice and mark the Email Later box, you can send it by batch with the payment link. We just need to make sure to turn on e-invoicing in each invoice before saving it.

 

Here's how: 

  1. From the Customers menu select Create Invoices.
  2. Select Turn on under Your customer can’t pay this invoice online.
  3. On the Change Invoice Options window, choose the appropriate method.
  4. Complete the information on the Create Invoices window.
  5. You can mark Email Later to send it by batch.

After that, you can go to the File menu > Send Forms, then select the invoices to be sent. Here's an article about E-invoicing in QuickBooks Desktop for your additional reference: Create invoices with payment link.

 

Also, for more information with electronic invoices, you can go to Help QuickBooks Help, and then type eInvoicing. Just click the link under Answers in Help

 

That should answer your concern for today. Leave a comment below if you have any follow-up questions about emailing invoices on bulk with the Pay Now button. I'm always here to answer them. Take care and have a good one!

Level 1

Re: Including links to pay invoice online within QB invoice emails

Thanks Mary,

 

Yes I've done as your steps indicated.  If I create an invoice and then email that invoice directly using the email button, QuickBooks sends that one invoice with the Pay Now Link correctly.  However, if I tick the "email later" to send by batch, and then when done creating invoices use the File / Send Forms option, QuickBooks fails to include the pay now link in the bulk send even though I have that activated at the client and invoice level.  

 

When I spoke to QB support, they indicated that they do not support including the Pay Now link when bulk sending invoices which seems crazy to me.  What do companies do who create 1000's of invoices a month that are paid by credit card.  I can't imagine someone sits there and sends the invoices one-by-one in order to get the online pay link included?

 

Thank you.

Moderator

Re: Including links to pay invoice online within QB invoice emails

Thanks for getting back to us, @jnielson.

 

I appreciate performing the steps provided by my colleague and for contacting our Support Team to get this working. Allow me to chime in and share some additional information about including payment link when sending bulk invoices in QuickBooks Desktop (QBDT).

 

As my colleague mentioned, once e-invoicing is turned on, you can send invoices by batch with the payment link. However, make sure that you're using the WebMail or Outlook email preferences. Invoices sent using QuickBooks email will not allow you to include online payment links.

 

To verify this, here's how:

 

1. Go to the Edit menu at the upper left, then pick Preferences on the drop-down.
2. Select Send Forms on the left pane, go to My Preferences tab.
3. Ensure that you are using either WebMail or Outlook.

 

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You can also check out this article that tackles setting up email service in QBDT. Once done, try to resend the invoices by batch to double-check.

 

That should do it. Please let me know how it goes so I can get back to you. I'm only a post away if you have any follow-up questions. Cheering you to continued success!

Level 1

Re: Including links to pay invoice online within QB invoice emails

Thanks so much.  I can confirm I have all of the settings correct and am using Outlook to send the messages.  For some reason, when the messages are passed in bulk to Outlook using the File / Send Forms the outgoing messages do not have a payment link included.  The only way they seem to be included is if I send them one-by-one by clicking the email button.

Moderator

Re: Including links to pay invoice online within QB invoice emails

Allow me to chime in, jnielson.

 

I appreciate you performing all the steps above. I'm here to make sure you're able to send invoices with the Pay Now link, so let me direct you to the right support.

 

The detailed resolution given by my colleagues, MaryGraceS and FritzF,usually fix such issue. Since you're still can't send multiple invoices with the Pay Now link, I recommend contacting our Technical Support Team.

 

One of our experts has the necessary tools to securely pull up your account to see what's causing this issue.

 

Here's how to get in contact with them:

  1. Open QuickBooks Desktop.
  2. Go to Help.
  3. Choose QuickBooks Desktop Help and click on Contact us.
  4. Select the version of your QuickBooks.
  5. Choose a topic and click on Start a message.

From there, they can guide you through some additional resolutions.

 

This should point you in the right direction. Keep me updated on how this goes. I want to make sure everything you're all set with this concern.

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