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areeves
Level 2

Is there a report to show the date your invoices were emailed using QB Desktop?

I would like to run one report each month for multiple customers/jobs showing the date their invoice was emailed.  It looks like this feature is available for on-line QB users but I am not finding for desktop users.  Is this possible for QuickBooks desktop users?  I want to use this report as a check and balance to make sure I have emailed all of our clients their invoices.  I know that I can go into each invoice individually but that is very time consuming.  Please tell me there is a way.

Solved
Best answer January 21, 2021

Best Answers
KlentB
Moderator

Is there a report to show the date your invoices were emailed using QB Desktop?

Hi there, areeves.

 

Thanks for checking out the Community space.

 

Unfortunately, this type of report is unavailable in QuickBooks Desktop. For now, you can open each invoice and select the See History link to show the status flow. Check out the different type of invoice status below:

 

  • Sent - The invoice was already sent.
  • Viewed - Your customer already received and opened the email.
  • Paid - A payment has been entered for the invoice in QuickBooks.
  • Deposited - A payment deposit has been recorded in the program.

To learn more about this process, you read this guide: Verify that an invoice was emailed and read by the recipient. I've also included an article that will help easily track your sales and stay on top of your receivables: Customize customer, job, and sales reports.

 

You can always find me here if you have any other concerns or follow-up questions. Have a great rest of the day.

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21 Comments 21
KlentB
Moderator

Is there a report to show the date your invoices were emailed using QB Desktop?

Hi there, areeves.

 

Thanks for checking out the Community space.

 

Unfortunately, this type of report is unavailable in QuickBooks Desktop. For now, you can open each invoice and select the See History link to show the status flow. Check out the different type of invoice status below:

 

  • Sent - The invoice was already sent.
  • Viewed - Your customer already received and opened the email.
  • Paid - A payment has been entered for the invoice in QuickBooks.
  • Deposited - A payment deposit has been recorded in the program.

To learn more about this process, you read this guide: Verify that an invoice was emailed and read by the recipient. I've also included an article that will help easily track your sales and stay on top of your receivables: Customize customer, job, and sales reports.

 

You can always find me here if you have any other concerns or follow-up questions. Have a great rest of the day.

areeves
Level 2

Is there a report to show the date your invoices were emailed using QB Desktop?

Thanks for answering.  The way you stated to check is the way I have been doing it but when you are checking 30+ invoices each month this isn't feasible and very time consuming.  QB needs to create away to do this on the desk top version with a single report option.

solutionsacct2020
Level 1

Is there a report to show the date your invoices were emailed using QB Desktop?

I'd like to know where it is in QBO?  You say it is a feature in QBO but I can't find it.

 

solutionsacct2020
Level 1

Is there a report to show the date your invoices were emailed using QB Desktop?

I'd like to know where it is in QBO?  You say it is a feature in QBO but I can't find it.  I know the data is stored, so there should be a way to get it out.

 

ZackE
Moderator

Is there a report to show the date your invoices were emailed using QB Desktop?

Thanks for joining this thread, solutionsacct2020.
 

In QuickBooks Online, you can find the date you emailed an invoice to a customer by accessing your Invoices tab on the Sales screen.
 

Here's how:

  1. In your left navigation bar, go to Sales.
  2. Access the Invoices tab.
  3. Choose an invoice by clicking on its record.
  4. On your right side of the screen, find your Invoice activity section and review the Sent date to see when it was emailed.


You can also see the dates you opened it, your customer viewed/paid it, and when its payment was deposited to your financial institution.
 

I've also included a detailed resource about working with invoices which may come in handy moving forward: Invoices overview

 

Please don't hesitate to send a reply if there's any additional questions. Have a great day!

CMathias
Level 2

Is there a report to show the date your invoices were emailed using QB Desktop?

Agreed! I also send hundreds of invoices almost every day and need a report to show invoices emailed. This would help us ensure nothing is missed. 

AccountantDave
Level 4

Is there a report to show the date your invoices were emailed using QB Desktop?

I have to throw in: Using the Income Tracker in the Customer center in *Desktop, you can filter by date and see which invoices have a blank for sent date. This is our go-to for checking through hundreds of invoices. You can also select any number of transactions and take action in batch format. It's not an exportable report but definitely gives functionality where it's lacking. Not sure if QBO has the same.

areeves
Level 2

Is there a report to show the date your invoices were emailed using QB Desktop?

Thanks for tip - I will give it a try.

TomAtACX
Level 1

Is there a report to show the date your invoices were emailed using QB Desktop?

Puzzled by one thing in the animated demo file here.

 

The text says "...review the Sent date to see when it was emailed."  But in the image (and on my screen) there is no Sent date."  There is an Opened Date, and on mine I see Viewed dates.  But nothing for Sent.

SashaMC
Moderator

Is there a report to show the date your invoices were emailed using QB Desktop?

Good day TomAtACX,

 

Thanks for reaching out to the Community! The animated demo above is for QuickBooks Online. If you are using QuickBooks Desktop, then it would be different. Here is to see if your invoice was sent.

 

  1. Open the invoice you are concerned about. 
  2. Go to the Reports tab and choose Transaction History from the invoice toolbar.
  3. Under Invoice Information, check Sent Date and Send Method.

 

If you would like to see multiple invoices at once or if the recipient reads it, the instructions in this link will help with that. 

 

 

Please Let me know if you need more help. I will be happy to assist. Take care and have a good one!

 

TomAtACX
Level 1

Is there a report to show the date your invoices were emailed using QB Desktop?

I am using QuickBooks online, just as in the animation. 

 

In fact, part of my point is that in the animation, it also does not show the Sent date, even though that's what the original question-asker was pursuing.  The demo-cursor swirls around the word "Sent" but there is no date near it.

 

It shows "Opened" with a date, then below that "Sent" with no date, then below that "Viewed" with dates.

Here is my QBO screen, which looks the same.  

 

Perhaps the date for Opened "carries down" to Sent?  It was Opened and Sent the same day?

 
 

-Tom

 

JessT
Moderator

Is there a report to show the date your invoices were emailed using QB Desktop?

Thanks for the screenshot, Tom!

 

It doesn't matter if the invoice is sent and viewed on the same day. There should still be a Sent date, as shown below. You can also check this on the Invoice page.

 


If you haven't already you can do the basic troubleshooting steps like signing in to QuickBooks in a private browser to find out if the missing Sent detail is caused by a full cache. If you see a date while in a private browser, clear the cached files. If it's the same thing, please contact our QBO Support to check this further using more tools.
 

Shortcut keys to open a private browser:

 

  • Google Chrome: Ctrl + Shift + N
  • Safari: Command + Shift + N
  • MS Edge and Firefox: Ctrl + Shift + P

 

Steps to contact QBO Support (weekdays 6 AM  to 6 PM PT):

 

  1. Go to Help and select the Search tab.
  2. Click Contact Us at the bottom.
  3. Enter something like missing sent details invoice activity and click Continue.
  4. Choose Start a chat or Get a callback.

 

I'm only a comment away if you need more help with your invoice. Take care and enjoy your weekend.

TomAtACX
Level 1

Is there a report to show the date your invoices were emailed using QB Desktop?

I logged in thru a "private" (did you mean "Incognito"?) browser in Chrome, and took this snapshot. 

I see the same as for my normal browser.  (Nor did I suspect any issues with cached files; I haven't logged into QuickBooks in months and have never looked at this particular invoice before.)

 

Also, I asked if the sent-date was suppressed if the Sent and Opened dates were the same -- not the Sent and Viewed dates.  But then, I suppose it doesn't really matter.  As you can see below, there are dates for Opened and Viewed, so surely there must have been a Sent-date in between that is not being displayed.

NoSentDate.png

As to contacting QBO Support...isn't this QuickBooks Support?QBOSupport.png

MJoy_D
Moderator

Is there a report to show the date your invoices were emailed using QB Desktop?

Thank you for getting back to us, Tom.

 

Yes, an incognito browser for Google Chrome. You can also try to log in to your account using other supported browsers to verify if it's only happening in your Google Chrome.

 

You can reach our Customer Support for QuickBooks Online (QBO) through chat or by arranging a callback. They have the tools to check your account in a secure environment and identify the history of this invoice. You can check this article for more information about the different types of support we offer and their availability: QuickBooks Online Support. Posting here in the QuickBooks Community can help you get answers to QuickBooks questions and find tips from experts. 

 

Here's also how to use the audit log in QBO to check the transaction date and amount and any changes made to it. Check out this article for detailed guidance: Use the audit log in QuickBooks Online

 

Let me know if you need further help with your invoices. I'm always here to help. Have a wonderful day!

ToddG34292
Level 3

Is there a report to show the date your invoices were emailed using QB Desktop?

Greetings! Did you ever find a report to list AR invoices sent via email? Ideally I need a report to show me our outstanding AR invoices sent via email. Thanks!

areeves
Level 2

Is there a report to show the date your invoices were emailed using QB Desktop?

Hello!   I am sorry to report but from everything that I found in my research there is no report available.  I keep hoping that this report will be provided in an update for on-prem users.  Thanks!

ToddG34292
Level 3

Is there a report to show the date your invoices were emailed using QB Desktop?

We could easily send over a 100 AR email invoices per week. How are you managing now without a report? Did you consider a third party merchant? Thanks!

Nicole_N
QuickBooks Team

Is there a report to show the date your invoices were emailed using QB Desktop?

Hi, @ToddG34292 and @areeves. Thank you again for bringing this matter to our attention.

 

Your dedication to finding solutions is truly commendable. While I understand the frustration of not finding the desired report in your research, please know that your feedback is invaluable in shaping our services and updates. 

 

The option to run a report for sent invoices is unavailable in QuickBooks Desktop (QBDT). With this, I suggest sending feedback to our product engineers about this idea. They may add this feature in future product enhancements to make our program better and more efficient for you to use. 

 

You can do so by following these steps:

 

  1. Go to the Help menu.
  2. Select Send Feedback Online, then choose Product Suggestion.
  3. Enter your suggestion.
  4. Click Send Feedback.

 

In the meantime, you'll want to open each invoice and select the See History link to show the status flow. For more details, see this link: Verify that an invoice was emailed and read by the recipient. 

 

Furthermore, you'll want to visit this article to learn how to record payments in QBDT: Record an invoice payment.

 

If you have any more questions or concerns, please don't hesitate to reach out. Your satisfaction is our priority, and we're here to help in any way we can.

JoAnn56
Level 1

Is there a report to show the date your invoices were emailed using QB Desktop?

Is there a report to show the date we email the invoices using QBO?

 

MariaSoledadG
QuickBooks Team

Is there a report to show the date your invoices were emailed using QB Desktop?

Having a report that will show the date that invoices is emailed is a great feature for your business, JoAnn.

 

QuickBooks Desktop allows you to customize any report that you generate like customizing the data, add or delete columns, add or remove information on the header/footer, and even personalize the font and style of the report.

 

For now, the only way to show the date of the email invoices of your reports is to export them in your Excel file. From there, add the dates manually in the columns.

 

On the other hand, as what @Nicole_N provided, you can send a request to let our product engineers know how this is useful for your business needs. I'll guide you again on how you can send feedback: Here's how:

 

  1. Click the Help menu.
  2. Select Send Feedback Online, then choose Product Suggestion.
  3. Provide your suggestion.
  4. Tap Send Feedback.

 

Additionally, learn how to customize data, add or delete columns on your reports. Go through this article for your reference: Customize Reports In QuickBooks Desktop.

 

Please get back to us if you need further assistance when running reports. We're here to make sure everything is covered.

nhooper200
Level 1

Is there a report to show the date your invoices were emailed using QB Desktop?

Thank you so much for that post re income tracker and mailed invoices - very helpful!!!!

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