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Level 1

How do modify the body of the email when sending invoices.

Was able to change the email information for emailing invoices so thank you for your help in that.  I have another question -when I emailed my son the invoice the other day as a PDF and he sent me a picture that in the corner it showed "Fred Jon 2008 backup" How do I get rid of that to show when I send the PDF that it does not come from a place showing his name. When I preview the email it does have his name in the corner now as it should, but it shows the old name where it came from, and the old name should not be there at all anymore since it was changed finally three months ago to reflect in my program. Is that where it is coming from and what can be done to have it come to him or a customer without showing that???

Level 1

How do modify the body of the email when sending invoices.

Thank you as I was able to change the email to the right company.  How when I send it as PDF that it does not show any part of the old company which it does now???

QuickBooks Team

How do modify the body of the email when sending invoices.

Thanks for joining this thread, @Marsha68. I appreciate you for providing in-depth details of your concern about emailing your invoices correctly in QuickBooks Desktop (QBDT). Let me share some troubleshooting steps to get this sorted out.


To start, please make sure to use the correct invoice template to make sure it will look how you'd like this to show up after sending the PDF file. Check out this article for more details about updating necessary company or transaction information: Use and customize form templates.


Moreover, let's make sure to choose the correct email template you've created so QuickBooks will use it properly. Here's how:


  1. Go to the Edit menu and pick Preferences.
  2. Choose the Send Forms menu and then the Company Preferences tab.
  3. Highlight the template you want to use and click Edit.
  4. Copy the message body text.
  5. Go to the File menu and hit Send Forms.
  6. Select the email you want to send. Paste the copied text into the body section. Tap Send Now.


If the issue persists, please follow the steps below to make sure the program will use the correct template:


  1. Find and open the transaction you want to send.
  2. Select to uncheck Email Later box. Then pick Save & Close.
  3. Reopen the transaction. Choose to check the Email Later box. Then tap Save & Close.


However, if this isn't what you mean, can you please provide some screenshots of how it showed up when previewing the PDF and how it looked when your son received it? This way, we can give the appropriate resolution to your specific concern. Please don't forget to hide the important details from your screenshots.


I'm always around and ready to assist if you need a hand with emailing your invoice transactions or any QBDT-related queries. Wishing you and your business continued success in all that you do. Take care always.

Level 2

How do modify the body of the email when sending invoices.

I have upgrade from QB Première to QB Enterprise 3 weeks ago.  I realized that my  custom text on my invoice emails was not transferred over.  I have retyped the information into the "send Forms - Company Preference - Standard Invoice and have QB save the information.  However when I try and email the invoice the following error appears and I get dumped out of QB... QuickBooks - Unrecoverable Error.


I have sent this new form an an invoice created after the custom form was entered. I have restarted QB, I have done a cold reboot of the computer and I have done a warm reboot.  The error continues.  In addition I have gone to an old sent invoice (from QB Premiere) and selected and copied the old text and the error still appears.


This worked fine for many years in Premiere but Enterprise does not like this change



QuickBooks Team

How do modify the body of the email when sending invoices.

I understand the importance of sending an invoice to your customers through email, @SupplyBright. Rest assured, I'm here to assist you in fixing this issue so you can send invoice emails to your customers again.


First, let's use QuickBooks Tool Hub to troubleshoot your QBDT app. Make sure to close QuickBooks before doing this. Please check this article for more details: Fix PDF and Print problems with QuickBooks Desktop.


Here's how:


  1. Download the most recent version ( of the QuickBooks Tool Hub. If you have the app already, proceed to the next step.
  2. Open the QuickBooksToolHub.exe file.
  3. Follow the installation steps and agree to the terms and conditions.
  4. Run the app after the installation.
  5. In the QuickBooks Tool Hub, select Program Problems.
  6. Select QuickBooks PDF & Print Repair Tool. Please wait for it to finish.
  7. Print, email, or save as a PDF from QuickBooks Desktop again.


If the problem persists, you can reset your temporary folder permissions.


Here's how:


  1. Press the Windows key + R to open the RUN command.
  2. Type %TEMP% and press Enter.
  3. Right-click an empty area of the temp folder and select Properties.
  4. Select Security.
  5. Make sure all user names and groups in Security have Full Control.
  6. Once the permissions have been set to Full Control, save it as a PDF again in QuickBooks.


Additionally, I'd like to add this article to learn how to fix unrecoverable errors for different scenarios: Unrecoverable error in QuickBooks Desktop.


Furthermore, you can also learn how to use and customize form templates for your transactions in QuickBooks Desktop.


Let me know if you have additional concerns besides needing help to email an invoice in QuickBooks Desktop. I'm always here to assist you.

Level 2

How do modify the body of the email when sending invoices.

Thank you for your reply.


I believe  I have found the answer.  In Quickbook most generous method of never documenting any support to its end users, there is a limit on how many characters the cover email letter may contain.


I have always used this option to include our company's terms & condition with every invoice,estimate and sales order.  It worked fine in Quickbooks Premiere for the last 6 years, but coping the same text did not work in Enterprise (I even retyped the file in by hand).  Once I analyzed Quickbooks notorious method of limiting business work flow I realized that the "better" upgraded program Enterprise has more shortcomings than the Premiere edition.


As I started to shorten my text I was able to send the invoice.  I now cannot include my full copy of the terms & conditions, but that is now something else I will need to find a "work around".

Level 1

How do modify the body of the email when sending invoices.

I know this is old, but wanted to say that I ran into the same issue. I have customized the stock email template in the past but cannot do so anymore (for some reason?). I can create a new template but can't choose that template when sending forms as a batch. How can I (re?)-edit the stock template or choose a new template when sending forms in a batch?


How do modify the body of the email when sending invoices.

I can help you with sending a batch transaction using your customized template, @Naveeds


Can you tell me more about the error you've encountered when trying to customize the email template and creating a new one? That will help me resolve the error you're having. 


You can go to the Company Preferences to create an email template for your batch transactions. Once you're done, you can choose the Template you've created when sending it. 


Here's how:


  1. Go to the Edit menu and select Preferences.
  2. Select the Send forms menu and then the Company Preferences tab.
  3. From the Delivery Method Default dropdown menu, select Email.
  4. From the Email Templates dropdown menu, select a transaction type. You can create multiple templates for each transaction type transaction listed.
  5. Select Add Template and create a template a name.
  6. Create or recreate your template
  7. Click on Save once done and then OK to save your changes.


Check this article for more information customizing email templates and using them to send messages: Create custom email templates in QuickBooks Desktop


If it's not using your new template, here's how to fix email template issues.


Let me know if you need more help creating and using the template you'd like when sending your batch transactions. I'm always here to assist. Have a wonderful day!

Level 3

How do modify the body of the email when sending invoices.

Reply to:  MJoy_D  Moderator  3 hours ago.  While these steps allow you to customize the email template for A SINGLE EMAIL it IS NOT USED when you select to combine multiple emails for the same recipient in the send forms window. When you select to combine forms to a recipient into one email QuickBooks overrides the email template created in the send settings. At this time THERE IS NOT a way to customize the email template once the checkmark to combine is selected.   

What we desperately want is a way to customize that email message BEFORE selecting the combine option that QuickBooks does not override.

I know this because every January when I send out annually and checkmark the combine, I have to copy paste my email verbiage over 300 times because QuickBooks overrides the message in the preferences.

See attached image.

QuickBooks Team

How do modify the body of the email when sending invoices.

Hello there, boncrab.


Currently, we're unable to customize the email message template in QuickBooks Desktop (QBDT). We understand your need and would love to hear your thoughts about your experience by sending feedback on your QuickBooks Desktop company.


Here's how:


  1. Go to the Help menu.
  2. Hover over Send Feedback Online and select Product Suggestions.
  3. Choose a Type of Feedback and Product Area (optional) from the drop-down arrow.
  4. Enter your suggestions.
  5. Hit Send Feedback.


In the meantime, you have to change it manually. 


Furthermore, you may want to look at a third-party application that can help customize email templates. You can find one by visiting this website: Apps for QuickBooks Desktop.


Additionally, I've added this link about personalizing sales reports with the desired info and formats: Customize reports.


Let me know if you have other questions about managing templates in QuickBooks. I'm always here to help. Take care.

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