How do you change the cover letter in the email when sending invoices. My cover letter will show the current invoice when at times amt due is different. Fees/past due...

You can change it in the preferences, Theresa9. I'll guide you with the steps.

Here's how:

1. Click Edit.
2. Select Preferences.
3. Click Send Forms, then go to the Company Preferences tab.
4. Select the invoice template, then click Edit.
5. Make some changes, then click Save. 

Once done, you can send the invoices to your customers. 

Drop a comment below if you have additional questions. We're here to address them. 

Thank you for the reply Kristine. Its not the template part that I'm having an issue with. Its in the email itself. The invoices are an attachment to the email sent to the customer. Intuit seems to have a default format for the body of the email (not the invoice template). (example: it states my company name, then below it provides the information for the current email being sent), then the message of my email. Within this body I can edit the greeting and message (which is the details you provided) but I cannot eliminate the portion where it has the current invoice information unless I send individual emails per customer. I have close to 200 customer so the Batch email helps tremendously. With how its currently set up customers with balances or late fees is not reflected in that portion of the email.  This causes them to simply pay what the cover letter is saying as oppose to opening up the attachment itself where it has their actual balance due. I'm trying to delete that portion so that it doesn't appear on any email sent. I'm sorry for the long description. Thank you for you time!!

Thank you for the reply. However, the problem isn't the text of the email. When I sent an invoice via email its is an attachment. The email itself has some kind of default template that allows to only edit the greeting and message of the email. Which is what you explained in your reply. Where my problem lies is the overall template design of the email. It has my company name, below it is the invoice information that is in the attachment. Below that is the standard message that goes with the email. What I am trying to eliminate is the portion of the template with the invoice information.

Unless I individually send emails, I can then cut that portion out. If I send batch emails this information is still visible.  I have over 200 invoices that are billed at the end of each month so sending individual emails is VERY time consuming. I wouldn't care so much except that I have customers with past due balances and or fees due which is not reflected in that part. They simply read the email (not the attached invoice) and pay the amount seen at the initial email. It becomes an accounting challenge, to be kind. I have tried to see how to change this outgoing template but I just cannot find an answer.  I appreciate your time in trying to help.

Thanks for the prompt response and for providing detailed information about your concern, @theresa9.

Eliminating the portion where the invoice information is located is currently unavailable. Having the option to modify the email template to show the exact details you need is indeed a great idea. 

I'm taking note of your feedback and passing it along to the appropriate department and team members for consideration in the near future. A suggestion like this helps us determine what enhancements and improvements are needed to make our product more effective and convenient to use.

In the meantime, I recommend checking the newest features of QuickBooks Desktop by following these steps:

1. Go to Help.
2. Click New Features.
3. Choose either New Feature Tour or What's New.

Please know that you can count on me, so leave a comment. I'm always here and ready to help. Have a good one!

I am having the same issue where the cover letter in the email does not accommodate my needs. This is so frustrating! Please do fix pronto!

Not being able to modify the cover letter is beyond frustrating! Please do fix this issue pronto!

Hi there, corwil01,

I see how important it is to be able to change the cover letter when sending emails in QuickBooks. This is for you to save time and perform bulk emails to customers.

We'll take note of this and send it to our Product Team as mentioned by my colleague above.

At the moment, you can visit this link, Product Updates to see what's new and coming in QuickBooks. It has topics you want to select depending on your needs.

Don't hesitate to post again here in the Community forum. I'm always around whenever you need help.

I followed your directions because all I want to do is change the phone number in the Email Template.  Once I change it and click save it says "stock template can't be modified".  
I have looked everywhere and this is the only place I can find this to change.  Any other options?

Hi @superior stucco,

You're on the right track. We only need to do a different step for you to change the phone number that appears on your invoices.

The error message you saw means that you're trying to edit the default template for invoices. The system doesn't allow you to make changes for this specific template. What you can do is create a custom template, and that's when you can edit the phone number that will show up.

Here's how:

1. Go to the Edit menu, then select Preferences.
2. Tap Send Forms, then go to the Company Preferences tab.
3. Click the Add Template button.
4. Enter the template name you want.
5. Edit the [Company-Telephone] field with the phone number you want to show.
6. Hit Save when done.

In case you want to send progress invoices, view this article for the steps on how you can set it up: Set up and send progress invoices in QuickBooks Desktop.

In case you have other questions in mind, post them in the comments below. I'll get back to you as soon as I can. 

Thank you so much for the help.  I was finally able to address this response and it worked :) !

I did this and a box appeared saying stock letters can't be altered. I was changing the phone #

Good Morning, @Mynxcat03. 

Thanks for joining in on this thread. Like my colleague @Ryan_M said, in his response above, the reason that you're receiving this message is that you're trying to change the default invoice template. You can create a custom template so that you're able to edit the phone number. It's very simple. Just follow the steps below. 

1. Go to the Edit menu. 
2. Pick Preferences. 
3. Select the Send forms option on the left-hand side of the Preferences page. 
4. Click on over to the Company Preferences section. 
5. Hit Add Template. 

       6. Type in a name for this template at the top of the pop-up page. 

       7. Modify the [Company-Telephone] area to the phone number of your desire. 

       8. Press Save once finished. 

Doing these steps will do the trick!

If you have any other questions about QuickBooks, don't hesitate to ask. I'm always here to lend a helping hand. Happy Monday! 

I have attached a picture of how my cover email looks, customers cannot see the "Pay Now Link" since changing to using Intuit email.

How do we edit the cover email?

Thanks

Michelle, Orca Pools LLC

Thank you for joining the thread, @OrcaPoolsLLC.

The online payment feature must be turned on to allow customers to pay their invoices online. This can be done through the Preferences for all customers or from the Payment Settings for a specific customer.

To turn on online payments for all customers:

1. Go to the Edit menu at the top menu bar, then select Preferences.
2. Select Payments at the left pane, then go to the Company Preferences tab.
3. In the Online Payments section, select the payment methods you want to make available to all customers. Then select OK.
4. Select Apply to existing customers.

To turn on online payments for a specific customer:

1. Select Customer Center from the Customer menu.
2. Find the customer's name under Customer & Jobs.
3. Tap on the Edit icon to edit the customer's profile.
4. Click Payment Settings.
5. In the Online Payments section, select the payment options you want to make available to this customer. Then select OK.

On the other hand, you can follow these steps to change the cover letter in the email when sending invoices:

1. Go to the Edit tab at the top menu bar.
2. Select Preferences.
3. Tap on Send Forms, then go to the Company Preferences tab.
4. Choose the invoice template, then click Edit.
5. Make some changes, then click Save. 

Once done, you can send the invoices to your customers. 

Let me know if you have any other questions. I'll get back to you as quickly as possible. Have a great day!

Payments are already switched on, as I said in my original question my customers cannot see the link in the cover email.

the text is messy at the bottom I need to change the cover letter please that goes with the invoices. 

Hi there, @OrcaPoolsLLC.

I'm happy to help you figure out why the Pay Now button isn't working on your invoice cover letters, but first, I need you to answer a few questions.

• Have you tried the steps mentioned above by @Angelyn_T to edit the cover letter?
• Are your customers getting any error message when they receive the email?
• Can you provide a screenshot?

By answering these questions and providing a screenshot, I can determine the steps to help you fix the link. In the meantime, I recommend sending the email to yourself to see if you're able to access the Pay Now screen. This will pinpoint if the issue lies on the customer's side or if it's within QuickBooks.

I'll keep an eye out for your response. Enjoy the rest of your day!

Here is what our customers are seeing.

Thanks for providing the screenshot of the email, @OrcaPoolsLLC. 

If after following the steps provided by my colleagues above are still resulting in the email, as shown in the screenshot, I recommend contacting our technical support team. They have the tools available to review your account in a secure environment and can remotely investigate this issue on your computer. I've included the steps below to contact support. 

1. Open QuickBooks. 
2. Go to Help, then choose QuickBooks Desktop Help. 
3. Hit Contact Us. 
4. Give a brief description of your issue. For example, Payments email. Then, select Continue. 
5. Choose which support option is best for you (Chat, Call back, etc.).

Let me know if you have further questions or concerns. I'm here to lend a hand in getting you back to buisness. Take care! 

I agree with the other posters, as we too are having issues with customers only paying the amount showing, and not actually their TOTAL balance.  Why would anyone think that not showing the total amount due, or at least not allowing this to be changed, is ridiculous.  This really needs to be fixed!!!!!!

How do you add a signature to the basic invoice cover letter?  

A signature can be added when sending a statement and a credit memo, but not an invoice

Thank you

Thanks for joining us here, Wendy3411.

We're unable to add signatures in the available cover letters in QuickBooks Desktop.

You'll want to use a third-party app that supports or offers this type of services in our Market Place. You can find accredited third-party apps here: https://desktop.apps.com/home.

Let me also share these quick guides with you about managing and using email templates in QuickBooks:

• Create custom email templates in QuickBooks Desktop
• Fix custom email template issues in QuickBooks Desktop

The Community is always here if you need more help with your sales transactions. 

Having the same issues as others - 

I need to modify the cover letter to have it populate with MY ORDER NUMBER NOT the Invoice number - or at best both - but my clients refer to all issues via the PO # that is assigned by our company with THEIR PO # as well. 

please address this matter ASAP 

thank you 

I am not sure if this will help. I have Desktop QB and I did not want to have the total amount due show in the invoice. If you go to Preferences, Flag "Use Plain Text format for emailed invoices", the only thing send in the email is what you wrote and the invoice itself attached.

I'm having the same problem.  The standard letter in QuickBooks is picking up the total amount of the invoice from the field Transaction Total.  What we need to know is the name of the field in their invoice where Balance Due is listed.  I'm currently using Quickbooks Intuit Product Invoice Copy 3.  It shows the total of the current invoice, Payments/Credits, Amount due & Balance Due.  The balance due is where it differs.  

What is the name of that field so that it can be changed in the letter?