PDF attachment invoice using Send Forms

Thanks for joining this conversation, @mkalsow.

The server name and port to your email provider settings may haven't set up correctly in the SMTP Server Details. If that's the case, let's go to the Preferences to fix it.

Before we proceed, ensure that your QuickBooks Desktop (QBDT) is updated to it's latest release. Here's how:

1. Go to the Help menu at the top to get to the Update QuickBooks Desktop. 
2. Proceed to the Update Now tab and select the Reset Update checkbox.
3. Click Get Updates to start the download. 
4. When done, restart QuickBooks.
5. When prompted, accept the option to install the new release.

After that, here's how to set up the server name and port to your email provider:

1. Go to the Edit menu at the top left to get to the Preferences.
2. On the left pane, choose Send Forms.
3. Under My Preferences, select the email account you are using and click Edit.
4. In the Edit Email Info screen go to the SMTP Server Details section and set the server name and port to your email provider settings.

I'll also suggest visiting this article to see the list SMTP Server and Ports: Connect your email to QuickBooks Desktop.

If you encounter any error messages, please check out these articles for the steps on how to fix them:

• Fix Error: Could not connect to the email server.
• How to fix "Error: QuickBooks is unable to send your email to Outlook".

Reach out to me in the comment section below if you have any other issues or concerns, and I'll get back to you as quickly as possible. I'm always here to help. Have a good one!

Thank you for your reply, @FritzF.

Quickbooks Desktop is up to date but when I go to the preferences I cannot edit any settings.

I will also add that when there are invoices to other recipients using Send Forms (recipients other than AvidXchange), those PDF invoices get delivered without an issue. 

Thank you for confirming that you have the updated QuickBooks Desktop, @mkalsow.

Let's ensure you'll be able to send your invoices to AvidXchange successfully. As mentioned by FritzF above, the server name and port to your email provider settings may haven't set up correctly in the SMTP Server Details. That said, you need to fix it from the Preferences.

To edit any settings from the Preferences window, you need to open the file as admin. If not, this could be the reason why you're restricted to modify the settings from there.

Here's how:

1. Select a file open.
2. Enter the admin's username and password from the QuickBooks Desktop Login window.
3. Tap OK.

Once done, follow these steps:

1. Tap on Preferences from the Edit menu.
2. Click on Send Forms at the left pane.
3. Under My Preferences, select the email account you are using and click Edit.
4. In the Edit Email Info screen go to the SMTP Server Details section and set the server name and port to your email provider settings.

You can also refer to Set up your email service in QuickBooks Desktop for a list of SMTP Server and Ports.

I've got you an article for additional troubleshooting options on how to resolve the error: Could not connect to the email server.

That should keep you up and running. If you need anything else, please let us know. The Community is here to help. Thanks for dropping by.  Cheers to your success!

Hi @Angelyn_T ,

Thank you for your response. We cannot edit the SMTP server details. The screenshot below shows preferences when logged in as Admin and in single user mode - there is no edit button you refer to.

QuickBooks Pro 2020 connects to Outlook 2016 (which is the default email client) and the SMTP setup is fine. We are able to send invoices to everyone except AvidXchange when using the Send Forms button.

Please let me know if I can provide any more information for you.

Thank you so much,
MK

Thanks for the screenshot that you've provided for your concern with sending forms, @mkalsow.

I appreciate the steps that you've taken in trying to get this issue sorted out. I'd like to ensure this matter gets resolved so you can send your invoices with PDF attachments successfully.

In order to do that, I suggest contacting our Customer Care Team. They'll be able to establish a remote viewing session to identify the root cause of this problem since the solution presented above doesn't make a difference. They can further isolate this matter and provide a fix. 

To reach them:

1. Click on Help at the top menu bar.
2. Press on QuickBooks Desktop Help. 
3. Select on the QuickBooks support link. 
4. Follow the instructions to connect with our representatives.

To add up, you can always scan through the links shared by my colleagues above, to help you in managing your email service in QuickBooks Desktop.

Please let me know on how that call goes. I'll make sure you're all set. Have a lovely day!

It has been a while but I wanted to follow up with the resolution in case anybody else comes across this issue.

We use Office 365 as our email provider and Transport Neutral Encapsulation Format (TNEF) was the culprit. In the Microsoft Exchange Admin Center, I had to add a mail flow rule for the "avidbill.com" domain and set the "use rich-text format" setting to "never". This resolved the issue and all PDF invoices are now delivered to AvidXchange without issues.

Thank you to everyone for your help help.

Take care,

Mike

Hi, I am having this same issue.  Can you provide the steps you took to create the needed rule in Office 365?  Thanks!