How do I mark an invoice as sent when printing them and sending through the mail

There is nothing in QB for that, the best you can do is to enter something in the memo block

Thanks for coming to the Community for help, @aljenlove.

I can walk you through how to mark an invoice as sent in QuickBooks Online.

You would need to send the invoice to yourself in order to change the status to Sent. This is the workaround we can use to get the outcome you wanted.

Here’s how:

1.    Go to Sales from the left menu and select Customers.
2.    Choose the customer by clicking it. 
3.    Locate and open the invoice.
4.    Enter your email address on the right side of the customer name.
5.    Click Save and send.
6.    Hit Save and close.

Once done, you’ll find the invoice marked as Sent. You may check out this article for your reference: Send an invoice.

If you wish to have this option added in future updates, I recommend sending product suggestion to our Developers. Simply click the Gear icon at the top and select Feedback. 

We always take your ideas into consideration when looking for product improvements. You may also send your feedback by going to the following link: QuickBooks Online Feature Requests. I’ll make sure to do the same on my end. 

That should do it. Let me know what else I can do to help you succeed today. I’ll be more than happy to answer should you have additional questions. Have a good one!

This is not an acceptable solution.  I have done this now for several customers and now when I send a batch of invoices which includes one of these customers, QBO automatically sends it to my email, which means it is not flagged as still having to be sent, so now it gets missed, EVEN THOUGH I specifically do not check off the box where it says to keep the email address on file!!  Clearly it does remember it regardless and continue to use it for that customer, BUT it doesn't show in the customer's record so I can't even remove it now!!  So now all of my invoices for one of these customers will show as being sent when they are not.  So what on earth am I supposed to do now??  Where is this information being saved??  QBO sends invoices to me because somewhere my email is recorded for the customer but not on their record, so there is nothing to be removed.  Can someone tell me how to remove an email address that technically doesn't exist????

Let me help you fix it, Stardancer1964.

You can find the email address on the customer's profile. 
 

In your case, you're unable to see the info on their profile. You're probably experiencing some browser hiccups. Let's perform some basic troubleshooting. We'll start by opening QuickBooks Online through an incognito window. It's the best place to identify web issues. These are the shortcut keys:

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

If you're able to see the email address field and delete the info, go back to your regular browser, then clear the cache to refresh the account. It's advisable to clear them out periodically to prevent browser issues. 

Moreover, you can use a different browser to help us narrow the cause of this behavior.

I'll also share the article on how to add, delete, merge, and restore customers as a future reference: Manage your customer list.

You can keep us updated after trying the recommended steps. We're just around to help you.

Hi QB Help,

My question is the same as was originally posted: "How do I mark an invoice as sent when printing them and sending through the mail"

For the most part I send out emails through QBO in the way you demonstrated in your reply, and I know that these invoices are marked as sent.

We have several clients, however,for whom I need to print out their invoices and send them through the mail, or for whom I need to download the invoice to my computer and send it from my email account rather than through QBO.

How can I manually indicate in QBO that I have sent an invoice when I bypass sending it through QBO?

Thanks

Hello there, crg131.

While the option to let QuickBooks know that you sent it outside the system is unavailable, you'll want to manually indicate on the invoice through the Message on invoice field that you already downloaded and sent it. You also have a way to add a custom field on the invoice where you can input the said note that it's manually sent. 

I know how convenient this is for you, I'll send another feedback request and it might be added on our future updates. I also suggest sending one. Here's how: 

1. Click the Gear icon.
2. Under PROFILE, click Feedback.
3. Enter your suggestion and then click Next.

For more details about creating and sending invoices together with customizing the form, please see this reference: Learn how to create and send invoices in QuickBooks Online.

Let me know if you have any other concerns or questions. I’ll be right here to answer them for you. Have a great rest of the day.