How do I find out who specifically viewed an invoice when sent to more than one person?

Hi @dcullen , 

In QuickBooks Online, the statuses are changed automatically once the customer received and opened the said invoices. You can see it under the Invoices page/tab.

1. Click Sales on the left menu.
2. Go to the Invoices tab.

It should show as Viewed in the STATUS column. 

When your customer opens the invoice, it will show as "Viewed" under the Activities section of your invoice. You will see this activity by opening the invoice, scroll down and look for the Activities section. Comment back, cheers.

Welcome aboard to the Community, @dcullen.

Let me share some clarification about emailing invoice in QuickBooks Online.

Currently, an option to identify who viewed the invoice is unavailable. You can only check the status of the transaction if one of the receivers open the emailed information from QuickBooks (see screenshot below).

Please know that your input about the feature is much appreciated. We continue to make improvements in QuickBooks Online, and this preference might be available in the future.

In the meantime, I suggest you visit our QuickBooks Blog to stay updated with all the changes to the product.

Also, I've attached some articles you can use to automatically send reminders to customers, as well as some additional information about emailing invoices:

• Automate invoice reminders in QuickBooks Online
• Email or print multiple invoices and sales forms

Drop me a comment below if you have any other questions. I'll be more than happy to help. Wishing you a good one.

Hello

thank you, I appreciate your reply, but my question was regarding when the invoice is sent to multiple people, how do you know which person viewed the invoice...I am aware of the difference between sent and viewed, but many times my invoices are sent to various people...I need to know exactly who viewed it..Thanks

D

Hi, dcullen.

As mentioned by my peer above, the option to check who viewed the invoice is unavailable in QuickBooks Online. I appreciate you explaining how it would help you out. While that feature isn’t currently in our development road-map, we are working on big improvements that will be helpful for the majority of our customers, and you’ll see those rolling out soon.

I recommend visiting our QuickBooks Blog website for updates. You can bookmark the following link: https://quickbooks.intuit.com/blog/.

While we can’t build exactly what you’re after, as a workaround, you might want to send the invoice individually so you'll know who viewed the transaction. 

For your reference, you can visit this link: You can do WHAT in QuickBooks? Invoicing. This will give you more ideas on what other information you can add to your invoice template as well as tracking work performed using the Google Calendar in QuickBooks Online.

If you have any other concerns, please let me know. I'd be more than willing to lend you a hand.

When you have selected for your invoice emails to be cc'd to your business, it marks the invoice as VIEWED if you have seen it.  Is there a way to distinguish between if it is your business or the customer viewing it?  So is there a way for the viewed function to only be turned on if the main recipient of the email views it, not anyone who is cc'd? Thank you.

Hi @jody51,

Thank you for posting here in the Community. Let me share some clarification about the invoices in QuickBooks.

Currently, an option or ability to determine who viewed the invoice is unavailable. As a workaround, you can remove the Cc email address when sending sales transactions.

If you need a copy, I recommend you open the invoice and download it as a PDF copy. Here's how:

1. Open the invoice.
2. Click Print or Preview at the bottom.
3. Select Print or Preview again.
4. Press the download icon in the upper-right corner of the Print preview window. 

I know how beneficial being able to distinguish who viewed the invoice, as well as enabling the feature for the main recipient only. We always update the features in the program, and this preference might be available in the future. 

As we assess this, I suggest you visit our QuickBooks Blog to stay updated with all the changes that are being made.

I've also attached an article you can use as a reference about how to keep track of your activities in QuickBooks: Use the audit log in QuickBooks Online.

Feel free to hit that Reply button if you have additional questions regarding your invoices. Have a great day ahead.

It would be so great if QB could add the feature to see who specifically viewed an invoice.  I know that I can pull a pdf of the invoice but I like to cc myself on the email when I send the invoice from QB initially.  It really defeats the purpose of even having the feature to show that it has been viewed if I cc myself and just by opening the email (you don't even have to click on the "Review and Pay Invoice" button in the email) it shows "Viewed" as status.  

Hi ami gal, 

Thanks for the suggestion. I appreciate you explaining how it would help you out. While that feature isn’t currently in our development roadmap, we are working on big improvements that will be helpful for the majority of our customers, and you’ll see those rolling out soon.

If you want to cc yourself on the email when you send an invoice from Quickbooks, you can add the email address from the settings. Let me walk you through the steps.

1. Go to Gear, then Account and Settings.

2. Click Sales and then scroll down towards the Messages section.

3.Click the Pencil icon and add the new email in the CC (Cc) new invoices to address or click an option it shows Email me a copy 

4. Then Save and then Done.

I've got these awesome articles for more information about emailing invoices. Feel free to check the links below:

Invoicing Tips: Use Cc and Bcc Fields When Sending Invoices.

If you have any other concerns, feedback, or questions, don't hesitate to reply.  I'm always here to help you. 

when using QB online does it always show viewed when someone opens it? Or is there a reason it wouldn’t show viewed?

Thanks for joining the Community, megawalls.
 

Once you've sent an e-invoice to a customer, it will remain in an Open (Sent) status until they access and view their document. After they've reviewed it, its status will change to Open (Viewed).
 

There's a few other statuses you'll want to be aware of:

• Open - You haven't emailed it yet.
• Overdue - It's past due and hasn't been paid yet.
• Overdue (Viewed) - They've reviewed it, but didn't pay their past due amount.
• Paid - They paid it.

You can review an invoice's status anytime.
 

Here's how:

1. In your left navigation bar, go to Sales.
2. Access the All sales or Invoices tab.
3. Check your Status column to see where each transaction's at.

I've additionally included a detailed resource about working with e-invoices that may come in handy moving forward: Create & manage invoices
 

If there's any questions, I'm just a post away. Have a lovely day!

Has this been revisited? It would be incredibly helpful as I have open invoices that I'm sending to multiple parties and would like to know exactly who has opened it.

Thanks for joining us here today, @CayleCampbell.

As mentioned by my colleague @AlcaeusF, the ability to determine who viewed the invoice is still unavailable. You can only see the status of the invoice after you send it. You can refer to @ZackE's answer for the different invoice statuses that you need to be aware of.

I see how beneficial it is to be able to determine who viewed the invoice. Our engineers are very innovative with regard to the program update, and this preference might be available in the future. 

In the meantime, I suggest visiting our QuickBooks Blog to stay updated with all the changes that are being made.

Additionally, feel free to browse this link here in case you need help with other tasks in QBO. It has our general topics with articles that'll guide you along the way.

Drop a post anytime if you still have questions or concerns with invoices or about the program feature. I'm always here for you. Take care and have a great day ahead.

May I inquire as to whether this feature is at least on the radar of your development team? It would be VERY helpful  to the management of Accounts Receivable to be able to track which recipient has viewed the invoice. I, like many other businesses, regularly cc an internal recipient within my own organization when any invoice is sent to a customer. Little did I know that when one of my own staff views the invoice it is marked as "viewed" - leading us now to wonder whether the customer themselves viewed the invoice on their end. Poorly executed feature the way it is set up currently. How do I prove otherwise to a customer who claims they "never received the invoice"?

Hi, @bmac462. 

I know how essential it is to be able to determine who viewed the invoice, as well as enable the feature for the main recipient only.

We'd love to hear more of your insights regarding this so I recommend sending feedback to our product developers. This way, they can further review which parts of the program need enhancements and consider adding them to future updates. Please refer to the steps below:

1. Go to the Gear icon and click Feedback.
2. Provide your feedback or product suggestions.
3. Click Next to submit.

Moreover, if you're customer is not receiving your invoices, let's try a few steps to fix this. First, have them check their junk folder or spam folder. It's possible that the invoice was sent to that location.

If it's still missing, we'll have to configure your email setup. I'll guide you through the process.

1. From the Gear icon, select Account and settings.
2. Go to the Company tab.
3. Click the Contact info section.
4. Clear the Company email address field and enter the desired address, even if it shows the correct one. Make sure not to use any extra characters or spaces before, within, or after the address, you enter.
5. Click Save, and then Done.

Lastly, send yourself a test transaction. If you're getting the same result, we'll have to use a different email address with a different domain.

If the issue persists, your customers may need to perform some steps as well. Their email providers may have blocked our address. You can ask your customer to configure their server.

Here's an article for your guide: Troubleshoot if customers aren't receiving emails from QuickBooks Online. You may follow Solution 3.

If you want to let your customers pay the invoice online, you can send an online invoice. Here is a reference for more information: Take and process payments with QuickBooks Payments.

Let me know if you have other questions about invoices in QuickBooks Online. I'll be around to help. Take care and have a good one!

Mine does not do this - it just says Overdue next to it

Let me provide you with information about invoice status, Ben. You can view the invoice status by clicking an invoice transaction and looking for the Invoice Status in the new prompted window. However, the feature to determine who viewed the invoice isn't currently available. I suggest providing direct feedback to our product developers to add your vote about this feature and to help us improve our services.

Here's how:

1. Go to the Gear icon and click Feedback.
2. Provide your feedback or product suggestions.
3. Click Next to submit.

Furthermore, you can also receive bank deposits from your customers and link them to an invoice.

Let me know if you have further questions about viewing invoice status. I'd be glad to help you always.

I'm just here to second the need to bring back the ability to see who viewed an invoice. It used to be a feature in QBO and is no longer.  It is extremely helpful when a client is claiming not to have received an invoice.

Hello there, BugsBooks.

I can see the necessity of reviewing the customers who view your invoices. However, since this option is no longer available in QuickBooks Online, I recommend sending feedback directly to our product development team. Your ideas might be noted and incorporated into future product updates to meet your business needs.

Here's how:

1. Head to the Gear icon.
2. Select Feedback.
3. Share your product improvement ideas.
4. Click Next to submit.

On the other hand, please know that you can still review once the customer has received their invoices after sending them. With this, the invoice status will show as Viewed.

Moreover, you might want to scan these resources to have a guide when entering customer payments and personalizing sales forms:

• Record invoice payments in QuickBooks Online
• Customize invoices, estimates, and sales receipts in QuickBooks Online

We're just a click away if you have additional questions about managing your invoices or other related concerns in QuickBooks Online. We're always available to offer further assistance.