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Level 2

How to change default email template and subject line to autofill

I have QB for Mac 2013 and commonly send invoices from QB using Apple Mail.  QB autofills the email address, subject line and "Dear <contact>" which is great, but I want to be able to modify these.  

The subject line has to be manually fixed each time because it puts parentheses around the invoice number as in: "Invoice No. (11111)" and I want to remove that.  Also, it puts a comma followed by the customer name in the subject line, which does not look professional and I'd like to remove that.  The autofill for the salutation in the email body includes the contact's full name and I'd like to change that to only include the customer's first name.  

I've looked and searched every way I can think of to find instructions to fix this to no avail. 
25 Comments
Level 1

I need to change the html code in the basic email templat...

I need to change the html code in the basic email template. When my invoices are emailed the blue Intuit brading generated email is horrible. I need to change the color scheme fonts and add my company logo. Any idea on how to do this????
Level 8

There is no Intuit branding on the QuickBooks for Mac gen...

There is no Intuit branding on the QuickBooks for Mac generated emails.  I think your questions probably should be asked on a QuickBooks Windows or Online thread.
Level 1

@bailey717 My boss hates the look too but I really want t...

@bailey717 My boss hates the look too but I really want to use the QB email tracking. Have you figured this out yet?
Level 1

If you want to tweak the content of your QuickBooks-gener...

If you want to tweak the content of your QuickBooks-generated emails, it’s easy to do.

Open your company in QuickBooks and click Edit / Preferences / Send Forms / Company Preferences

You can then change the default email template for a number of forms, and for reports in general.

Let’s say you want to add an invoice number to your emailed invoices’ subject line. Click on Change default for Invoices

You’ll see kind of a template for your emailed invoices.

In the subject line prompt, make sure that <NUM> is there, e.g. “Invoice <NUM> from Rock Castle Construction”

This is also the place where you can change verbiage in the body of your emailed invoice or add a bcc email address (nice if you want a copy of the invoice to come back to you).

You can use this method to make changes to email templates for these forms in QuickBooks:

* Invoices
* Estimates
* Statements
* Sales Orders
* Sales Receipts
* Credit Memos
* Purchase Orders
* Reports
* Pay Stubs
* Overdue Invoices
* Almost-Due Invoices

Level 8

I'm sure this works in QB Windows, not so much in QB Mac....

I'm sure this works in QB Windows, not so much in QB Mac. You can edit the text message but not the subject line from within QB.
Level 2

Thank you, this is pretty much exactly what I need to do...

Thank you, this is pretty much exactly what I need to do and I'm very disappointed that it doesn't work in QB Mac.  Maybe there is a future upgrade to add this functionality?
Level 1

This does not work in Quickbooks for Mac and is a huge fa...

This does not work in Quickbooks for Mac and is a huge fail when you are sending hundreds of invoices and the default subject line is so non-sensical. Please fix, Intuit!
Level 2

QB2012 for Mac put the customer company name in the subje...

QB2012 for Mac put the customer company name in the subject line. It was very helpful for my boss. Please add this back to QB2015, Intuit. Or maybe add customer company name to the tokens list and make the subject line accept more tokens than only <<num>>. Thank you.
Level 8

Not from within QB, you'll have to do this in Mail.

Not from within QB, you'll have to do this in Mail.
Level 2

Do you know how to do this in Mail?  I have tried, but wi...

Do you know how to do this in Mail?  I have tried, but with no success, to automate the changes I need to the template.  Unless you mean that I have to manually fix the email each time in Mail, which is what I currently do.
Level 8

No way to automate this that I'm aware of.

No way to automate this that I'm aware of.
Level 1

I too have found the format unprofessional and am quit an...

I too have found the format unprofessional and am quit annoyed that the Windows version allows for these types of edits but not the Mac version. Having to manually changes the format countless times a day is frustrating to say the least. I do hope they have a fix or update for it very very soon.
Level 1

QuickBooks Mac 2015 added the ability to do everything th...

QuickBooks Mac 2015 added the ability to do everything the original poster requests. You can try the trial for free to see how it works by downloading it from qblittlesquare.com
Level 2

Thank you. I'm sorry, I went on a bit of topic drift from...

Thank you. I'm sorry, I went on a bit of topic drift from what the OP was asking. I'm asking that QB Mac 2015 (which I have) bring back the subject line feature that QB Mac 2012 had: having the customer's company name in the subject line.
Level 8

Contact, title, first name, last name, number, and paymen...

Contact, title, first name, last name, number, and payment link are the supported wild cards and can be used in the body of the email or the subject line.  I'll add a request to put the customer's Company Name in there, too.
Level 2

Re: I need to change the html code in the basic email templat...

Been having the same problem... I just saw there's an option:

Edit>Preferences>Send forms>My Preferences> Use "Plain Text" format for e-mailed invoices.

 

Checking that box gets rid of all the horrid blue bordering when sending an email.  But...of course...we lose the ability to have any HTML formatting at all.  ugh

 

QuickBooks Team

Re: How to change default email template and subject line to autofill

Hi there, pb accounting.

 

Thank you for taking the time to post in the Community and sharing your feedback. I'm here to provide some insight regarding the Preferences for sending forms.

 

QuickBooks doesn't currently have an option for keeping the HTML format when choosing the Plain Text option. For additional insight about this, I'm also including this article: Customize email templates in QuickBooks

 

I can see how adding the option to edit the format of your invoices when emailed could help your business exemplify its style. I'll be sure to submit feedback, which is sent to our Product Development Team when considering features to introduce in software updates. QuickBooks is constantly improving thanks to the ideas provided by users, like yourself.

 

Please let me know if there's anything else I can do to be of assistance. I'm always here to provide help and answer any questions that you may have. Cheers.

Level 1

Re: @bailey717 My boss hates the look too but I really want t...

Yes, This has been an issue for us here as well.  We want to track the emails sent but hate that it defaults to a Jobname or number.  We want the invoice number to lead our invoices sent to clients.  

QuickBooks Team

Re: @bailey717 My boss hates the look too but I really want t...

Thanks for joining the thread, kolony2000.

 

First and foremost, I want you to know that your voice matters and I appreciate that you took a moment of your time to provide us with additional feedback.

 

That said, I'm making it my top priority that your feedback also reaches our engineers and make them understand the importance of this option. After all, updates and changes to QuickBooks are largely the results of feedback provided by users.

 

Please don't hesitate to touch base with me here in the Community if there's anything else I can do for you. I assure you that I'll do my best to help you out.

Level 1

Re: If you want to tweak the content of your QuickBooks-gener...

I am trying to add the customer name in the subject of an email for a statement and then add the customer's contact name to the body.  How do I do that?

Moderator

Re: If you want to tweak the content of your QuickBooks-gener...

Hello there, @Bob M!

 

You can customize a template for your customer's statements so you can enter their personal information as the content of the email. I'm here to help you accomplish this.

  1. Go to Edit.
  2. Select Preferences.
  3. Click Send Forms.
  4. Select Company Preferences.
  5. Under Email Templates, select Statements.
  6. Click Add Template.
  7. Enter your customer's name in the Subject field.
  8. On the Content section, enter your customer's contact name.
  9. Select Save.
  10. Click OK.

In addition, here's an article you can read to learn more about how you can customize an email template: Create Custom Email Templates.

 

Lastly, I've also included this helpful article that'll help you send your customer's statement using the email template you recently created: Create and Send a Billing Statement.

 

If there's anything else that I can help you with, please let me know in the comment section down below. I'll be always around ready to help.

Level 1

Re: If you want to tweak the content of your QuickBooks-gener...

I was looking for a way to have a generic form and have it pull the needed information from the different customers information.  I have been able to do this on an invoice using <NUM> in the subject line, but not able to pull the customers name or contact name.  I tried <LASTNAME> <CUSTOMER>, but this does not work.

Level 1

Re: If you want to tweak the content of your QuickBooks-gener...

I was looking for a way to pull the information from the customers data.  I have used <NUM> in the subject line for invoices, but not able to put the company name on the subject line in statements or invoices.  Also, would like to put the customers contact name in the subject.

 

Your way, I would have to create a statement template for each customer, I think.

QuickBooks Team

Re: If you want to tweak the content of your QuickBooks-gener...

Thanks for providing us the detailed information of your concern, @Bob M.

 
The option to add a customer name to the subject field in the email template is currently not possible in QuickBooks Desktop (QBDT). I see how this feature could benefit you and other users.
 
I'll submit this feature request on your behalf to our product engineers so they'll consider adding this in the future.
 
In the meantime, you can consider the workaround suggested by my colleague  above.

 

Also, to know the latest news and updates on what's coming in QuickBooks, you can always visit our Product Updates page for reference.

 

As always, keep me posted if you have other concerns or questions. I'm always here to help.

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