How do I customize the verbiage on the payment receipt email?

Hey there, kgassick.

Thanks for taking the time to visit the Community. I'd be glad to provide some information regarding customizing the verbiage on the payment receipt email.

There are just a few steps to modify the email verbiage to make it your own. Here's how:

1. Click the Gear icon in the top right corner.

2. Select Custom Form Styles.

3. Choose the New style button in the top right corner.

4. Click Sales Receipt.

5. Enter the name for this specific template.

6. Select the Emails tab at the top of the page.

6. Enter the specific verbiage you'd like to send in the Message to customer field.

7. Click Done.

*This message will appear to all customers who receive this particular template.

To use this template:

1. Click the Create icon (+) in the top right corner.

2. Choose Sales Receipt.

3. Select Customize at the bottom of the page.

4. Click the newly created template from the list, and enter all of the necessary information.

5. Choose Save and Send.

With this information you'll be able to send a personalized message to your customer. Keep up the great work and please let me know if you have any other questions.

This only works for sales receipts!  It does NOT work when you email a Payment Receipt.

This is a snip-it from an emailed Payment Receipt for an HOA client of mine.  They do NOT want "Thanks for your business!" to appear on the payment receipt.  I've taken it off of the Sales Receipt, but it still shows up on the payment receipt.  HELP!!!

Please find our payment receipt attached to this email.

Thank you.

Thanks for your business!
Bradford Place HOA, Inc.

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@Kavon wrote:

This only works for sales receipts!  It does NOT work when you email a Payment Receipt.

 

 

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You can't email a Receive Payment which is the transaction type for a payment receipt.  What transaction type did you email?

I ran a test transaction.  I created an invoice to myself, which sent me an email with the Invoice attached.  Then I posted a payment in QBO to the invoice.  QBO allows you to "save and send".  It emails a Payment Receipt.  I have attached the email for you to take a look at.  It clearly says it is a Payment Receipt.  

Hello there, Kavon.

We appreciate the time you took by sending us a screenshot. This helped us know what your concern is. 

For now, we're unable to customize the payment receipt.

I suggest sending feedback to our product engineers. This helps us improve our system and service. You can do that by clicking the Gear icon, then choosing Feedback. 

Feel free to drop by if you have other concerns. Have a good one! 

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@Kavon wrote:

Then I posted a payment in QBO to the invoice.  

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How did you post the payment in QBO?

Never mind. I see that you can now Save and Send a Receive Payment transaction, as you said.

This is a recent change. You never used to be able to do this.   No announcement was made at the monthly new features webinar which I attend.

Did you not get the opportunity to preview and edit the message, before sending, like you get when you send an invoice?

You can use "Routines for QuickBooks" at the QB Labs. This will allow you to customize the Payment Receipt Email template. And also automatically notify your customers when you receive their payment. With this feature, there is no need to use manual "Save and send" to notify payment receipt to your customers. But I also think this newly added Save and send message template should be customizable (currently Intuit hard wired).

To turn on Routines for QuickBooks at the QB Labs:
Gear > Your Company > QuickBooks Labs.

To set up Manage Routines to notify your customers when you receive their payment.:
Gear > Tools > Manage Routines > Select Notify your customers when you receive their payment > Click Try It Out

I have followed the routine above for QB Labs Manage Routines.  Thank you SOOO much!  I've tested it and it is working properly!!  I hope this helps out other bookkeepers and accountants who work with non-profits.  It's rather offensive for a donor or member to receive and email that says "Thanks for your business"!!

Again, thanks so much!

Thanks

Karen Novak, CPA

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@Kavon wrote:

I have followed the routine above for QB Labs Manage Routines.  

 

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Manage Routines is not the only option.  I tested this and see that you get the opportunity to preview and edit the message, before sending, like you get when you send an invoice.

Malcolm, yes, you do get a chance to view and modify the email before it's sent, but you have to modify every individual email sent, rather than adjusting a single template email.

I came here searching for an answer to the same question. I see there really is no answer. If QB created this email that cannot be changed (except to have to change it EVERY time you want to send a receipt), they need to update on their end. It is very redundant to essentially say "Thank you" twice, two lines in a row. I remove the first one every time. 

Bottom line is, I don't understand why this would not be a customizable form/email as the other financial form emails are able to be customized.

That's the same problem I am having.  Our office staff never remembers to review and change the email wording no matter how many times I tell them.  I need to change the default message.

Manage Routines is no longer in QB Labs :(

Modifying ever receipt email sucks!  

Hi there, alcohol123.

The availability of this feature has been moved to QuickBooks Online Advanced version and renamed as Workflows.

If you wish to continue using the Manage Routine option, you may consider changing your subscription to the Advanced version of QuickBooks. For more details, check out our detailed guide on how to automate tasks with routines.

Once you're ready, you can upgrade your subscription here. 

I'm also including a few articles you can check about managing workflows for your guide:

• Use workflows in QuickBooks Online Advanced to send reminders
• How to use workflows

Thanks for dropping by to the Community space. If you have any other follow-up questions, please post them anytime here.

This seems like something that should be a basic feature. The wording on the payment receipt automated email seems confusing so I have started changing "payment receipt" vs. "receipt" and "please find our receipt" to "please find your receipt".

I am making those changes each time now because for some reason my customers are sending checks to pay the receipts!  That makes for a lot of extra work, I have to send back the checks, not good.  I am hoping the wording changes help, but also noticed it looks confusing because it says "amount credited" to be zero and there is a "total" which is the Payment Received amount.  I would expect to see Total Paid, and Balance Due, it's just confusing the way it looks now.  Maybe I'll also try putting in DO NOT PAY, NOT A BILL each time.

Ok, so you mention to "upgrade" to Advanced.....I am a QBO ProAdvisor running QBO Accountant.  What do I need to get to Workflows?

Thanks for coming back for more support, @Kavon. I'm here to share information on how you can get the Workflow feature. 

Since we're unable to upgrade the QB Online Accountant version, I'd recommend you subscribe to the Advanced version of QuickBooks. 

To sign up for a new account, refer to this topic How can customers sign up for QuickBooks Online Advanced? outlined in this help article: Firm of the future. It provides more insights about QuickBooks Online Advanced update. It also includes answers to most questions asked about the product. 

Feel free to message again if you have additional questions. We're always delighted to help. 

I must admit after reading through this thread that has been going for over two years, QBO has not made this feature available. Most companies invoice their clients first , then receive a payment and then would like to send a payment receipt.

The payment receipt option DOES exist, but he ability customise this as a template does note. One would literally have to edit the existing template every time you send a payment receipt. Yet, according to your thread, this is available on the "Advanced Version", BUT this advanced version is not available in South Africa yet and apparently we have been waiting for over 2 years for this.

Please advise when and if there will be a fix for this?

Hello, Dominc. 

As of this moment, the Advanced plan is not yet available in South Africa. I know how important to have this kind of plan. I'll make sure to tap this into our developer's team. This way, they might be given a chance to be included in the next product updates. 

You can visit the QuickBooks Blog site, from time to time to see new updates. From there, you can see the future developments and the latest news about QuickBooks and what our Product Care Team is working on.     

Though you may consider reading this article to learn the reconcile workflow in QuickBooks to manage your account. 

If you have any further questions or concerns, please don't hesitate and reach back out to me. I'm always here to help you. Stay safe! 

It is now the end of 2022 and this issue still has not been resolved with Quickbooks Online PAYMENT RECEIPTS. Will Quickbooks ever fix this problem for us? 

Hello there, @Chelsey2.

I understand how you wanted the feature to get added to QuickBooks Online (QBO). It will benefit most business owners who want to ensure that the receipts' message matches their preferences.

Rest assured that our product engineers are diligently working to comprehend what business owners demands. That said, I also encourage you to send your feedback on having the option to customize payment receipt messages sent to your customers. The more requests it gets, the higher they will add it to future enhancements.

Here's how you can submit them:

1. Go to the Gear icon.
2. Select Feedback.
3. Enter a brief description of your product suggestion.
4. Click Next to submit feedback.

We regularly take your suggestions into account while updating our products. In this, you can track the progress of your feature request in our Feedback forum. The more requests we get for it, the more likely we'll include it in future updates.

I'd gladly assist your further, Chelsey2. Should you have more questions about payment receipts, please don't hesitate to post them here. Have a good one!

I have submitted the Feedback through the gear icon, thank you! I hope QB Online is able to resolve this issue soon, since people have been requesting it since 2019 (3 years now). 

I just started using qbo essentials and they seem to always want you upgrade to a more expense plan.  I asked that they do the same for payment receipt as they have for sales receipt.  Seems like the procedure is in place since you can make a new sales receipt.  This company is not the only one that does not listen to their customers requesting change.  I have another organization [removed] that I have been asking that they add the middle name/initial to a report for 3 years.  Nothing has been done except they created a new report and left the Game Time out of the report and still no middle name. 

Hi there, @BobM.

Thank you for your feedback. We take it seriously, as it helps us grow and create a better product. I'd like to ensure that this concern will be taken care of. 

That said, I encourage you sending this feedback straight to our developers. Doing this helps them understand the importance of this feature to you and your business.

Here's how to submit feedback:

1. Click the Gear icon in the upper-right corner.
2. Select Feedback under Profile.
3. Share your feedback.
4. Hit Next to submit.

Feature requests can be tracked through Intuit's Customer Feedback website.

I've also included an article below to help add specific information to your sales forms and track your payments:

• Customize invoices, estimates, and sales receipts in QuickBooks Online.
• Take and process payments in QuickBooks Online with QuickBooks Payments

Please let me know if there's anything else I can help you with QuickBooks. I want to make sure I've got you covered. Have a good day!