How do modify the body of the email when sending invoices.

Year ago I added my signature in the body of emails when sending invoices.  I would like to add something to my signature, but when I go to edit, preferences, send forms, and edit, it won't let me.  It says that stock templetes can' be modified.  But I did modify it in the past because I added my name and contact information.  Can someone please tell me how to do that?

You're unable to edit the email message to an existing invoice template, @KarenSanders.

You'll have to add a new template and make modifications so you can use it when sending invoices to your customers.

Here's how:

1. In your QuickBooks Desktop, go to the Edit menu, then select Preferences.
2. Click Send Forms and go to the Company Preferences tab.
3. Select Add Template.
4. In the Add Email Template window, enter the correct information and click Save.

Just in case you'll want to personalize your invoice, you can check out this article for the detailed steps and information: Use and customize form templates.

Please touch base with me here for all of your QuickBooks needs, I'm always happy to help. Have a great day.

Hi Mark_R.

I am also trying to find a way to change the body of the email that is sent when emailing invoices in a batch.   I have done all the steps you outlined above, and successfully added a new template email that can be used when emailing invoices.  I have even set this new template as the default so that all the invoices that are emailed are sent with this new template. 

However, we have recently upgraded to QB Enterprise Desktop 2020, which features an option to 'Combine forms to a recipient in one email.'  This is a great feature.  When I have a customer who has 5 invoices, they receive 1 email with all 5 invoices attached, instead of 5 emails. 

If I do NOT check this option, and send my invoices individually (1 invoice = 1 email), there is a drop down box allowing me to choose the email template I want.  But...  when I check the box to turn this 'combine forms' feature on, the body of the email goes back to the standard 'Your invoice is attached.  Please remit payment at your earliest convenience.' email.  There is no longer a drop down box allowing me to choose an email template and I cannot seem to find any way to change the body of the email to my new template.  I would prefer to send invoices with this 'combine forms' option checked to save my customers unnecessary emails.  Do you know of any way to change the default body of the email that is sent when invoices are emailed using this 'combine forms' option?

I already called customer support and the 'support' agent I spoke to had no idea how to, or even if I am able to, fix this problem.  Maybe you have a better option?

Thanks for joining this thread, StephMPC.
 

I can certainly understand how a feature for choosing a custom template when using your Combine forms to a recipient in one email option could be useful and have submitted a suggestion about it as of today.
 

You can also submit your own feature requests while using QuickBooks.
 

Here's how:

1. In your top menu bar, go to Help, Send Feedback Online, then Product Suggestion....
   
2. Choose a Type of Feedback and Product Area (optional) from the available drop-down menus.
   
3. Enter any suggestions/feedback in your Here is my suggestion: field.
   
4. If you'd like, include your name/email in the My name is: (optional) and My e-mail address is: (optional) fields.
   
5. Select Send Feedback.
   

Your feedback's definitely valuable to Intuit. It will be reviewed by our Product Development team and considered in future updates. You'll be able to find your product's latest news by checking out the QuickBooks Blog.
 

As a workaround, when combining forms in one email, you can manually compose the BODY section of your communication. This way, customers will see the text you want displayed.

I've additionally included a detailed resource about emailing sales forms that may come in handy moving forward: Email sales forms
 

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

Apparently, there are multiple ways??? I changed our companies default message this way (online via Google Chrome):

Click the gear icon (top right)

Click on 'Custom form styles'

BAM! There ya go. There should be an option to edit the default invoice message for ALL outgoing invoices!

Quickbooks/Intuit should REALLY make this more clear to others. There are multiple links to people asking this exact question and most of them had no luck... We pay good money for these services so we deserve better help and options.

@saba1995 You answered a QuickBooks Desktop issue with a QuickBooks online solution. Not BAM for Desktop needs.

Have they fixed this yet? The workaround is time consuming when sending to multiple customers. 

Hello, km22.

I'll chime in and give a brief information about the Combine forms to a recipient in one email function. 

Since the last post, we're still unable to select a specific email template when the Combine forms to a recipient in one email option is checked.

QuickBooks will always use a generic email body if multiple invoices are selected under a single customer on the Send Forms screen. 

In the meantime, I would suggest using the workaround you've used (provided by ZackE).

To further expedite the requests from other users, I would recommend sending feedback to our developers. To reiterate the steps: 

1. Go to the Help menu. 
2. Hover on Send Feedback Online.
3. Select Product Suggestion.
4. Enter your suggestions about the Combine forms to a recipient in one email option.

Our developers will take a look at your ideas and might reconsider them for future updates and improvements. 

If you need to check on your Balance Sheet or income and expense transactions, feel free to use this article as your guide in pulling up reports: Understand reports.

If there's anything else you'd like to do regarding your invoices, let me know the details. Encountered any obstacles while managing your lists or reports? I can definitely help you out. Just reply here and I'll ensure your needs are taken care of. See you soon. 

When I include account summary information on the invoice, how can I change the amount under the Due Date on the invoice email message so it is the amount of the invoice and not the account balance? (see attached)

Thank you for the snapshot you added, @tlehman1. This gives me better insights into your concern with changing the invoice amount.

I can see that you’re using QuickBooks Payments. With this, I’ll share with you some information on how we can sort this out.

Customers can automatically pay the invoice online by clicking the Review and pay button. Also, before sending this to your customers, you have the option to change the amount that they will be paying. To modify, you can follow the guidelines seen in the screenshot below:

If the customers are making a partial payment, you’ll want to know that QuickBooks Payments only allows one-time payment on invoices, either partial or full payment. Henceforth, you can adhere to the procedures listed below to add any further payments your client makes:

1. Go to the Customers menu and select Receive Payment.
2. Select the customer's name in the Received From drop-down. Then, enter the Amount received.
3. Choose the Payment method and ensure that the date is correct.
4. Select the invoice or invoices you'd like to pay. Then, select Save & Close.

Furthermore, learn from this article to check when QuickBooks deposits customer payments into your bank account: Find out when QuickBooks Payments deposits customer payments

Let me know if you have questions about invoice payments. The Community always has your back. Have a good one!

I'm not concerned about the amount that they will pay.  I'm concerned that the way it is displayed on the email, it makes it look like the entire balance is not due until the due date of the latest invoice.

Thanks for getting back and adding a clarification, @tlehman1.

Right now, the option to customize emailed invoice's due date and amount are unavailable in QuickBooks Desktop. The program will only display the customer's current invoice amount on the email. 

I can see how this feature would be helpful for your business. Thus, I'll take note of this as a suggestion. On the other hand, you can send feedback to our developers. That way, they can review your suggestions and most likely include them in future updates. Here's how:

1. Go to the Help menu.
2. Hover on Send Feedback Online.
3. Select Product Suggestion.
4. Enter your suggestions about the Combine forms to a recipient in one email option.

I can also see based on your screenshot that you're sending statements to your customer. This is why the previous balance of your last invoice was included in the latest transaction. I'd recommend sending a separate invoice so that it will post the actual due of the sale. 

Moreover, I've included a detailed resource about emailing sales forms that may come in handy moving forward: Email sales forms.
 

If there's anything else you'd like to do regarding your invoices, let me know the details. Just reply here and I'll ensure your needs are taken care of. See you soon. 

Thank you.  I'll submit the information.  A point of clarification, I'm using QB online.  Also, I don't know what you mean that I'm sending statements. I'm only including the account summary information on the invoice.

Good morning, @tlehman1. 

I'd be more than happy to show you how to submit feedback through your QuickBooks Online account. 

All you need to do are these easy steps listed below: 

1. Go to the Gear icon in the top right-hand corner. 
2. Select Feedback. 
3. Enter your suggestions. 
4. Press Next to successfully submit it to our Product Developers. 

From there, our Product Developers will take the time to review the request and try to improve the system for you and other users. 

I hope this helps. Have a wonderful day! 

Hello @Mark_R, my name is Cody and I'm one of Intuit's Community moderators. Based on this post's kudos, our members found it to be most helpful. After reviewing the thread, we also believe this to be the best answer. Thanks for helping our customers find the answers they need!

Im also experiencing the same problem using QB online. Its confusing my returning clients as they think they have a larger bill than what Im sending. If youve found a solution please share as I know the automated QB responses arent doing anything to help

Any updates on being able to edit the template when choosing to combine multiple invoices in one email?
The workaround of editing each one is fine for sending a few emails, but not good when sending a lot of emails.
Is there a way to see and/or up-vote other's suggestions rather than creating a new one?

Hello, @KevinDiehl.

The option to edit the template when choosing to combine multiple invoices in one email is still unavailable. That would be a great addition to our current features, so I'll keep that on a note. For additional details on how to provide feedback to enhance the program, see this article: How do I submit feedback?.

You can also see other suggestions and vote for this product feedback by going to this link: Customer Feedback for QuickBooks Online. 

We make sure to take notes and address all feedback for QuickBooks Online as possible as we can. You can always visit the QuickBooks Blog site to check the latest feature added to the application.

Please feel free to visit us here on the Community page if you have any other invoice concerns, I'll be always here to help you. Have a great day ahead!

Thanks for the response.

Is there a similar "Customer Feedback" site for QuickBooks Desktop?

Hi there, @kevin.

We can send feedback within your QuickBooks Desktop company file.  

For some "How do I" steps in QuickBooks Desktop, you can always visit our Help Articles page for reference.

If you have any other questions, please let me know by leaving any comments below. Stay safe!

Is there a site for QuickBooks Desktop where I can "see other suggestions and vote for this product feedback" ?

Hello there, @KevinDiehl.

At this time, there isn't a site for QuickBooks Desktop Customer Feedback.

I understand you want to see other suggestions and vote for this product feedback for QuickBooks Desktop. However, you can visit our QuickBooks Blog site to check the latest feature added to the program.

Please know that the Community forum is always open to help if you have other concerns with QuickBooks. Have a good one.

This helpful message does not cover the message when batching invoices for emailing. Any ideas?

I'll help you send multiple invoices, sprints.

QuickBooks Online lets you email multiple invoices at the same time. I'll show you how:

1. Go to Bookkeeping and then choose Transactions.
2. Select All Sales, or go to Sales and then select Invoices.
3. Place a checkmark on the invoices you'd like to email.
4. From the Batch actions drop-down menu, select Send.

For more details, please see this article: Email or Print multiple sales forms in QuickBooks Online.

Additionally, I've added an article that'll help you personalize the appearance and layout of sales forms so you can add the info that matters most to your business: Customize Invoices, Estimates, and Sales Receipts.

Please keep us posted if you have other questions or concerns about working with your sales transactions in QuickBooks. We're always here to help you keep your record accurate.