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Level 1

Sending an Invoice Marked Paid

How do I email a customer an invoice marked paid with a zero balance?



QuickBooks Team

Re: Sending an Invoice Marked Paid

Hello there, Kirby.


You can go to the Invoice page and send the paid invoice from there. Let me guide you how.


  1. From the left menu, click Sales.
  2. Choose the Invoices tab.
  3. Find the invoice that marked as paid.
  4. Under the Actions column, click the drop-down and select Send.
  5. Enter the email address under TO section.
  6. Click Send.



After following the steps above, you can send the invoice marked as paid with zero balance.


You can read this article for your reference: How to Email or Print an Invoice.


You can always leave a comment below if you have any other questions in sending an invoice. I'll be here should you need further assistance.

Level 1

Re: Sending an Invoice Marked Paid

Thank you this is helpful. In this list of invoices we have some customers that have paid that I want to send a sales receipt to and some that I want to send an invoice reminder to. When I select the Send option from the action list it only gives me one template. It would be nice to choose which template I send them. Is there a way to choose which template I send customers from this menu?

QuickBooks Team

Re: Sending an Invoice Marked Paid

The option to choose a template to send a customer's form is unavailable, Kirbyconrad.


You can only customize your default email message in each customer form (E.g., Invoice, Estimate, and Sales Receipt) and use it as a standard/default message.


To do it:

  1. Click Gear, and then click Account and Settings.
  2. Click the Sales tab.
  3. Click the Pencil icon in the Messages section.
  4. Select a form under Sales form drop-down and edit/create a message for your customer. 
  5. Click Save, and then click Done.

For more information, please check out this article: How to customize invoice emails.


Please let me know if there's anything else you need. I'll be around to help.




Not applicable

Re: Sending an Invoice Marked Paid

I need to do this also. How do I do this in the desktop version?


Re: Sending an Invoice Marked Paid

Hello there, SeeBlu.


If you're trying to email the paid invoice to your customer, you'll just have to open the transaction and then click the Email icon, then select Invoice.

Invoice 032819.JPG


On the Information Missing or Invalid window, enter your customer's email address and then click OK.

Email 032819.JPG


On the other hand, if you're trying to edit the message template when emailing the invoice, go to the Preferences window and the change it from there.


Please follow these steps:

  1. Go to the Edit menu, then select Preferences.
  2. Select Send Forms.
  3. Go to the Company Preferences tab.
  4. Under the Email Templates row, select Invoices.
  5. Click the Edit button.
  6. Edit your invoice template on the Edit Email Template window.
  7. Select Save.

Feel free to reach out to me if there's anything that I can help.

Level 1

Re: Sending an Invoice Marked Paid

What is the customer pays online via QB PayNow feature? Does QB automatically send a receipt or do I still need to send one out to the customer? What acknowledgement does the customer get when they pay online? I get a notice of their payment so I would assume they get a receipt that they have paid or something of that nature as well?


Re: Sending an Invoice Marked Paid

Hi there, @Lissamoore66.


It's nice to have you in the Community. Allow me to help share some insight about the Pay Now feature in QuickBooks. 


When the customers choose the Pay Now button, they pay directly the invoice you created and sent to them. As of now, QuickBooks Online doesn't have an option to send a receipt or notification to the customer after making a payment.


If you wish to print a receipt, here's how to do it:

  1. Sign in to your QuickBooks Payments account.
  2. On the homepage, click the Activity & Reports drop-down.
  3. Pick Transactions and enter a date range, then Search.
  4. On the list of results, choose the transaction to print.
  5. Select the Gear icon of the transaction, then View Receipt.
  6. Hit Print.

You can also visit our Blog to learn what new updates are being released, as well as additional references while working with QuickBooks.


Keep me posted if you need more help with QuickBooks. I'll be happy to help you out. Have a great rest of your week. 

Level 1

Re: Sending an Invoice Marked Paid

Is there a way to automatically send an email to a client when their invoice is marked paid? 

QuickBooks Team

Re: Sending an Invoice Marked Paid

Hello, @Questns.


Allow me to share additional insights about emailing paid invoices in QuickBooks.


As of now, there isn't an option to automatically send an email notification to the client informing that the invoice was already paid. To be able to send an email, you may follow the steps provided by Mark_R above to open/locate the paid invoice and manually send it to your client.


After, your client will then be able to view the invoice as paid.


I believe the option of sending an email notification automatically to the customers when invoices are already paid is much necessary for you and your business. I'll take note of this and pass along the suggestions to our product engineers. This way, they'll be able to check and work on with this.


To learn more about sending invoices, you may check this article: Send an invoice.


In case you have any other QuickBooks concerns in the future, you can also read our help articles and look for the topic you need: Help articles for QuickBooks Online.


Let me know if you have any other questions about invoices. I'll be always here to help!

New Member

Re: Sending an Invoice Marked Paid

Hi There,


I have been using Quickbooks online for around 24 months of which only 10 months using it for invoicing before I used another company which allowed me to send receipts once paid which notified me receipt not sent which was extremely helpful. I now receive countless amount of emails requesting receipts which costs me time. Quickbooks online software is great just wish you could update this to allow my company to progress more efficiently. I really hope you can fix this issue as writing up receipts for around 50 each month isn't saving me much time and also not gaining my customers trust either. 


Kind regards  

QuickBooks Team

Re: Sending an Invoice Marked Paid

Hi @Garden Maintenance,


Although there isn't an automated process to send these receipts to let your customers know their invoices are paid, you can accomplish this by hand.


Here's how:

  1. Highlight the Sales tab, then select All Sales.
  2. On the Filter drop-down menu, click it.
  3. Select Money received under the Type drop-down menu, then tap Apply.
  4. Locate the Payment transactions that you want to send to your customers, then click any 1 of them. 
  5. Hit the Print menu. On the Print preview screen, download the PDF copy of the receipt. You can do this on multiple receipts so you can attach the PDF files to your own email and send it to the appropriate client. 


You can follow the workaround I provided above until a different feature becomes available for you. Speaking of which, if you want to keep tabs with updates that are recently added to QuickBooks Online, feel free to visit The QuickBooks Blog page.


 Any other questions? Drop them in the comments below, and I'll get back to you as soon as I can. 

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