The Community has you covered, @RSWarehousing. I've got some further troubleshooting to help you with the incorrect email when sending an invoice.

To start, let's first check your email set up in the email preferences in QuickBooks Desktop. Let me walk you through the process:

1. Navigate to the Edit menu and choose Preferences.
2. Click Send forms.
3. Go to the My Preferences tab and tick the WebMail radio button,
4. Hit the Add button and look for your provider from the drop-down then enter your email address. 
5. Make sure that the Use Enhanced Security checkbox is checked (You can uncheck the box for Use Enhanced Security if you receive the error message: Network Error. Please try again.), then select OK.
6. If prompted, log in to your Intuit account. The username or email address you use here may not necessarily be the same as the one you are connecting to your QuickBooks.
7. You'll see your webmail provider's login page. Sign in and select to grant Intuit access.

Once done, send the invoice again. For the detailed steps, please see this article: Connect your email to QuickBooks Desktop.

If you still encounter the same thing, I suggest reaching out to our technical support team to further investigate the root cause of the issue. They use specific tools to do a screen share to give further instructions. Follow along below to connect with them:

1. Click the Help menu at the top, and then select QuickBooks Desktop Help. 
2. Hit Contact Us.
3. Enter a brief description of your issue, for example, Invoices send from the same (often incorrect) email address in QuickBooks. 
4. Tap Let's talk. 
5. Choose Start a chat. 

Here's a great source where you can find articles that can help you in managing your books in QuickBooks, please visit our QBDT help articles page. This includes topics such as reconciliation, track income, and expenses, run reports, etc.

Feel free to post here in the Community if you have any concerns about emailing invoices in QuickBooks. I want to make sure you're taken care of, and I'm here to help you anytime. Take care always.

Hello,

Thanks for the response, but I don't want to change my email from Outlook to a webmail service. I have 2 Outlook accounts, a personal account and a business account. Cox says I need to have my personal account as the default account but I changed my default send/receive account to my business account anyway and Quickbooks STILL sends from my personal Outlook account.

Quickbooks options:

1. Webmail

2. Outlook: I want to use Outlook

Outlook options:

1. personal email account: not currently set at the default send/receive account in Cox but Quickbooks defaults to this account when sending forms/invoices anyway.

2. business email account: the one I want to use but can't get Quickbooks to understand this command.

It shouldn't be this difficult. What am I missing???

Susan

Hi there, @shueck.

When you have added the two Outlook accounts in QuickBooks, make sure that you have chosen the business account as your default.

For example, you've added both accounts in Outlook, personal and business, there's an option there to set it as default. I've added a screenshot as a reference.

1. Click the Edit menu and choose Preferences.
2. Click Send forms.
3. Go to the My Preferences tab 
4. When you've already added both Outlook emails, set the business account as default (Set as Default).
5. Then select OK.

Also, your Outlook emailing service may use the personal account, you may need to change the account used to send email messages in Outlook's Account Settings and set your business account as the default one.

If the issue persists, I recommend contacting our Tech Support Team to investigate this further. From there, they can pull up your account to check what causes this hurdle and give you additional fixes.

Here's how to reach them:

1. Click the Help menu at the top, and then select QuickBooks Desktop Help. 
2. Hit Contact Us.
3. Enter a brief description of your issue, for example, Invoices send from the same (often incorrect) email address in QuickBooks. 
4. Hit Let's talk. 
5. Choose Start a chat or Get a call.

Please share with us how it goes with my fix or the fix provided with our chat or phone tech teams. I'll keep my notifications open. Take care, shueck.

Hi. Thanks for the reply.

The snapshots here are for webmail. When you choose Outlook, you don't get options. At least I don't. Perhaps that's because I only have one account in my business profile.

So, the only account I have in my Quickbooks company file is my business account and it's already the default email account in Cox for sending and receiving email. I'm truly perplexed as to where Outlook is finding my personal email addresses. I actually have 2 coming in to Outlook: Cox and Gmail. Quickbooks is grabbing my personal Cox account.

I dont have the same options you have.  I have multiple QB files.  I would like to set each file with a different send from email by default.  Is this an option?

Thanks for clarifying your concern, @shueck. I understand that you wanted to use the business email instead of the personal email account. 

As an additional insight, QuickBooks will only depend on what is being set as the default email account from Outlook. 

You can find the best explanation in this article as to where Outlook finds and uses your personal email address: Change the account used to send email messages. 

I'd suggest you follow the steps in that article to change your default email account to your preferred business email account. Then, check the box to Always use the default account when composing new messages so QuickBooks will follow it. 

Regarding your concern @RSWarehousing, you'll need to add another email account to add the From button manually. Please refer to this topic: Why is the From button is missing? from the same article I shared above.

Let me know if you have additional questions. I'd be delighted to assist you some more. 

Hi. Thanks for your reply.

Per my earlier posts, my Outlook account is set to my business account as the default.

Susan

Thanks foe getting back to us, @shueck.

To help determine why invoices were not sending from your business account's Outlook email, I suggest contacting our Customer Care Team. They'll be able to run a remote-viewing section and identify the root cause of this issue since the business email was the default email on Outlook already.

Here's how you can reach them:

1. Click on Help at the top menu bar.
2. Hit on QuickBooks Desktop Help. 
3. Press on QuickBooks support. 
4. Select your preferred way to reach our support.

Keep me posted on how it goes, @shueck. I'll be around to help if there's anything else you need. Take care!

I greatly appreciate your help.  I do no understand your directions.  In reading what you are asking me to do, it seems you think I do not have multiple "from" email addresses.  I already have 5 accounts.  For instance:

[email address removed]

[email address removed]

[email address removed]

[email address removed]

[email address removed]

[email address removed]

My issue is that not matter what company file I am logged into, QB always wants to send from the same default account, in this case, [email address removed]

It is confusing and embarrassing when a client mistakenly gets an invoice from company 2 but it is sent from company 1 email.  

Hi,

Not paying $300 for support. I figured it out myself.

Edit

Preferences

Send Forms

Send email using: Choose Webmail (even though I have and am using Outlook)

Add an email account

Then Edit email info and input the Server name Outlook.

Enter whatever Port number is associated with the Outlook account.

Check SSL/TLS if your server requires an encrypted connection.

Done.

Hello @RSWarehousing, thanks for explaining the issue you're experiencing. Here are the steps that should help:

1. From the Edit menu, choose Preferences, and select Send Forms.
2. Under My Preferences tab, tick the Web mail radio button and click Add.
3. Fill out the Add Email Info screen and click OK.
4. Click OK to save the Preference.

Microsoft Outlook uses outlook.office365.com for the Server and 587 for the port (SSL enabled). You can also check out this article for more information: Set up your email service in QuickBooks Desktop.

Please let me know if these steps work for you! We definitely want the emails to be correct in your invoices for your customers. :)

Hi,

Thanks for you response. Per my previous email, I did figure it out on my own.

Thanks,

Susan

Quickbooks isn't listening to the real problem when emailing invoices from Outlook when the user has multiple email accounts. It doesn't matter what the Outlook default account is. What does matter is the email account that is the Outlook default "data file". By the thread it's obvious that this has been a problem for awhile. The Outlook default "data file" is what controls your Outlook to-do bar and calendar. You could change your default Outlook data file but that's not an acceptable solution for changing Quickbooks default email account. Quickbooks still needs to fix their "default email" problem if they really care about us sending emails from the correct business account instead of our personal account.

This is still NOT "Solved" but has been an issue for years. If you're using QB desktop and you have multiple email accounts in Outlook (i.e. a work and a personal account) you can NOT change the default email account for invoicing. It doesn't matter what the Outlook default account is. What does matter is the email account that is the Outlook default "data file". By the thread it's obvious that this has been a problem for a while. The Outlook default data file is what controls your Outlook to-do bar and calendar. You could change your default Outlook data file to the work account and your QB invoices would send correctly but that's not an acceptable solution for changing Quickbooks default email account since you'll mess up your Outlook calendar and To-Do bar. You could "send" the invoice and quickly change it while it's in your outbox to another "From" email account (you'd have to do that for every invoice you send which again is not a good solution) Quickbooks still needs to fix their "default email" problem if they really care about us sending emails from the correct business account instead of our personal account.

Hi,

That did not give the option to choose which email in outlook to choose from.

I have outlook and I have the business one set as default in Outlook setting, but Books still pick my personal one and send the invoices from there.

It is very bad that my customers start emailing me back using my personal email.

Thanks for joining this thread, @mazinmichaels.

After setting up your business email as the default but your customer starts emailing using your personal one, you'll want to perform some troubleshooting steps. There might some issues with the data that can cause this behavior.

To start, let's ensure to update the QuickBooksDesktop so you have the latest version. Then, rebuild your file to fix data damage.

Here's how:

1. Go to the File menu.
2. Select Utilities and then choose Rebuild Data.
3. On the QuickBooks Information window, select OK. Follow the onscreen steps to save a backup.
4. Let the tool repair your file. 
5. When the tool finishes, select OK.
6. Go to the File menu again and then select Utilities and choose Verify Data.
7. Let the tool check your file for data issues.

 For more details please refer to this link: Fix data damage on your QuickBooks Desktop company file.

Lastly, you can run the repair tool. However, if the issue persists, I recommend reaching out to our support team. This way they can check and investigate this issue further.

Additionally, you may also check this article for more information: 

• How to fix "Error: QuickBooks is unable to send your email to Outlook"
• Fix Outlook is missing in send forms preferences

Keep me posted if you have follow-up questions. I'm here to help you succeed. Stay safe and healthy!

I have this exact same problem described in this thread.  When I installed Quickbooks I was using a different (personal) default e-mail in outlook than I want to use now.  I have now changed Outlook to the correct (company) default e-mail.  If I generate a new email from within outlook it chooses this new (company) e-mail address by default without problems.  If I send an invoice from within Quickbooks is still using the old (personal) default outlook e-mail not the new (company) one.  There appears to be no way of changing the default email address Quickbooks uses.  It is set permanently at the time Quickbooks was installed.  There is no way to access the default Outlook e-mail account in quickbooks to edit or delete it.  Quickbooks overwrites or changes the current Outlook default account to the one that was default at the time it was installed.  It's the same for Estimates and Purchase orders.  None use the current default account in Outlook they all use the one that was default at the time of installation.  Very very frustrating.

I cannot find any EDIT button on my QuickBooks online. I need to change the email address that invoices are leaving from because it's no longer in use. How do I do this??

Welcome to the Community, Electric13.

I'm happy to help you find the edit button in your account.

Some missing preference in QuickBooks Online is caused by a browser issue.

You can follow these basic troubleshooting steps to help you.

Use any of these keyboard shortcuts depending on the browser you're using:

Google Chrome: press Ctrl + Shift + N  
Mozilla Firefox: press Ctrl + Shift + P
Internet Explorer: press Ctrl + Shift + P
Safari: press Command + Shift + N

If you want to edit the business name and tax info and update the payroll services information, please check this article to see steps: Change your business name, contact info, or EIN in QuickBooks Online.

You're always welcome to post if you have any other concerns. Have a nice day!

I'm using Outlook 2020 Desktop version and have multiple email addresses in outlook.

After trial and error, it seems Quickbooks automatically selects the email address associated with the data file in outlook.

From Within Outlook Desktop

File -> Account Settings -> Account Settings -> Data Files -> Click on the email address you want Quickbooks to use as the From Address and click on Set as Default.

This worked for me.  Hope this works for you.

I'm using Outlook 2020 Desktop version and have multiple email addresses in outlook.

After trial and error, it seems Quickbooks automatically selects the email address associated with the data file in outlook.

From Within Outlook Desktop
File -> Account Settings -> Account Settings -> Data Files -> Click on the email address you want Quickbooks to use as the From Address and click on Set as Default.

This worked for me. Hope this works for you.

You don't change it in Quickbooks, You make the email you want it sent from in Outlook. Click File, options, mail. Scroll down to send message. Click on Always use the default account when composing new messages. 

I have the same problem but we have quickbooks online. I send an estimate and it shows that the estimate was sent from quickbooks not my email.

Greetings, @steven24.

I appreciate you joining this conversation. Allow me to hop in and share information about sending estimates in QuickBooks Online (QBO).

In QBO, estimates and other sales forms that are being sent have a default From or outgoing email address, which is the <quickbooks@notification.intuit.com>. However, when the client replies to the email sent, it'll directly send it to the company email.

Let's check your company email and the template used for invoices and estimates. Here's how:

1. Go to the Gear icon at the upper-right. 
2. Select Account and Settings. 
3. From the Company menu, click the Contact info section. 
4. Look into the Company email and then Save and then Done.

To verify the template design of the default one, you can follow these steps:

1. Go back to the Gear icon, select Custom form styles.
2. Select the invoice template that's set to default or the one you used when sending these invoices or estimates. 
3. Go to the Emails tab.
4. At the right part of the window, you'll see a sample that has the Subject and From details. 
5. Click Done.

Also, before you send the estimate, a Send email window will help you verify first the email address, subject, and message body.

To learn more about managing and customizing sales forms in QBO, consider checking out this article: Customize invoices, estimates, and sales receipts in QuickBooks Online.

For tips and other resources, you may also visit our website for future reference: QBO self-help articles.

Please click the Reply button below if you have more questions about estimates or anything else QuickBooks. I'm always here to help. Take care and have a good one.