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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?

 

Kirby

21 Comments
QuickBooks Team

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

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

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.

 

 

 

Anonymous
Not applicable

Sending an Invoice Marked Paid

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

Moderator

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

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?

Moderator

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

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

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!

Level 1

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

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. 

Level 1

Sending an Invoice Marked Paid

Hi I want this facility automatically. As soon as my customer pays my invoice they receive an automatic mail for the receipt confirmation.  Is it available??

 

Thanks

QuickBooks Team

Sending an Invoice Marked Paid

Hi there, Malay Shah.

 

Currently, we're unable to automatically send an email receipt once an invoice is paid. You'll have to manually send an email to your customer confirming the payment. Please follow the steps provided by my colleague above.

 

I can see the importance of this feature into your business. Rest assured, I'll take note of the feedback and submit this along to our Product Development team to help improve your experience.

 

I just wanted you to know that providing the best possible solutions to our customers is of our main goals here in the Community.

 

I recommend visiting our QuickBooks Blog site. This is where we share recent happenings and future developments, such as updates to newly added features.

 

Please leave a comment if there's anything else I can do for you. I'll be here to help you. Have a nice day!

Level 1

Sending an Invoice Marked Paid

QBO automatically generated a customer receipt for all payments. When I hit send, it was emailed to the customer. Where did that option go?

Thank you

QuickBooks Team

Sending an Invoice Marked Paid

Thanks for posting to the Community, @HT12.

 

Currently, the automated process to send receipts to let your customer know about their paid invoices is unavailable in QuickBooks Online (QBO). Alternatively, you can follow my colleague's post above (@Ryan_M) on how to do it manually.

 

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 click 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. 

 

Until this feature becomes available, you can bookmark our blog site to see the latest features and product updates in QBO.

 

Feel free to share a comment below if you have more questions. I'll be around to help. Stay safe and well!

Level 1

Sending an Invoice Marked Paid

I can see from the many posts above that there is no automated process to send receipts once an invoice has been paid through an online link for QBO, but is this feature available for Quickbooks Desktop 2016? (PC)

QuickBooks Team

Sending an Invoice Marked Paid

Hi LWP. 

 

Thank you for stopping by the Community, unfortunately this feature isn't in the current build of our QuickBooks Desktop 2016 product. I would recommend keeping an eye on our QuickBooks Blogspot where updates to products are featured. 

 

If you have any other questions, feel free to post here anytime. Thank you and have a nice afternoon. 

Level 1

Sending an Invoice Marked Paid

I have review all of the methods listed in this forum for sending invoices marked as paid, and none of them work for me. Even though the invoice shows as "Paid in Full" on my screen, sending the invoice to clients through any of the methods listed here simply sends them a new invoice requesting the total. There is no "paid" invoice showing up to be sent, rather, the same invoice I sent originally for the total, and sending does not send anything marked as paid even though it shows as paid when I open it myself. I have a Mac if that makes a difference.

QuickBooks Team

Sending an Invoice Marked Paid

I appreciate you for the detailed information above, @SkeenLaw.

 

With QuickBooks Desktop for Mac, you're able to send the paid invoice information to your clients. When you're unable to do so, you may have experienced a slight data issue in your company file. You can scan and fix any possible errors by utilizing the Verify and Rebuild tools. Let me guide you how.

  1. Go to the File menu.
  2. Select Utilities.
  3. Choose Verify Data, then select OK to close all windows. If you see “Your data has failed the integrity check” you need to rebuild your file (proceed to the next step). If there are no problems with your data, you’re done.
  4. Go to the File menu.
  5. Select Utilities.
  6. Choose Rebuild Data, then select OK to close all windows.
  7. Click OK to make a backup of your company file.
  8. Once done, select OK.

 

After that, go ahead and send the paid invoices to your clients.

 

You can also send a transaction statement to your clients. This way, you're able to send both the invoice information along its payment. For the detailed steps, you can refer to this article's pages 90-91 (Creating Statements): QuickBooks Desktop for Mac User's Guide.

 

Additionally, you can easily keep track of your sales using predefined customer, job, and sales reports. You can learn more about this by checking out this article: Customize reports in QuickBooks Desktop. It includes details about creating specific custom reports like Sales receipts with payment check numbers and Payments linked to open invoices to name a few.

 

Please know that you're welcome to comment below if you have other concerns or follow-up inquiries about managing invoices and other sales transactions in QuickBooks for Mac. I'm just around to help. Take care always.

Level 1

Sending an Invoice Marked Paid

I am using online quickbooks that I pay for every month, not desktop quickbooks.

Moderator

Sending an Invoice Marked Paid

Thanks for adding clarifications to your concern, SkeenLaw.

 

An issue with your current browser can cause this type of behavior. Since no paid invoice showing when your trying to send one, we can perform some basic troubleshooting to narrow down this concern.

 

Let's start by using a private browser. This type of browser doesn't keep files in it's cache reason why it's considered to be a good place to start the isolation of this issue.

 

Here are the keyboard shortcuts depending on the browser you're using:

  • Google Chrome: Ctrl + Shift + N
  • Microsoft Edge: Ctrl + Shift + P
  • Firefox: Ctrl + Shift + P
  • Safari: Command + Shift + N

If this works fine with Private Browsing or Incognito window, go back to your original browser and clear the cache to make sure your browser functions more efficiently. Otherwise, you can also try switching to another supported browser to be thorough.

 

If you get the same result, I suggest you get in touch with our QuickBooks Care Team. This needs further investigation so you'll be able to send the paid invoice information to your clients.

  1. Go to the Help menu at the upper right.
  2. Select Contact Us.
  3. Enter your concern.
  4. Click Let’s talk.
  5. Choose Get a callback
  6. Type in your contact info.
  7. Select Confirm my call.

 

You can check out this article for our most updated contact information: Support hours and types.

 

Should you need additional help with this or questions about invoices, feel free to reach out to me. It's always my pleasure to assist you.

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