I have added two custom fields to my invoices (Reservation & Pick-up date). I would like both fields to be merged into my sent invoice email, like [customer first name]?

TrintyYG · ‎May 15, 2020

Like any mail merge, fields are labeled [name] or [date], etc. I thought listing my custom fields as [Custom-1] & [Custom-2] would work but it's not filling in these dates. I just need to know how to properly list the merge field ID. Please help?

AlexV · ‎May 15, 2020

Hello there, TrintyYG.

I'm joining this thread so I can share how e-invoice works.

Not all fields in the invoice can be added automatically to the email. We can only include the client's name or company name or the invoice number.

For the custom fields, you'll want to manually enter them before sending the invoices. Once you hit Save and send, you'll see the Send email pop-up. From there, you can add the Reservation and Pick-up date.

Also, you can attach a PDF file when sending an invoice. That way, your clients will see all the details you've added to it including the custom fields. With this option, even if you'll not add custom fields in the email, they can still see them when they view the PDF file.

Go to the Gear icon and select Custom form styles.
Find the invoice template you're using and click on Edit.
From the Emails tab, check PDF Attached and click Done to save it.

I've added this article to learn more on how to customize invoices and other sales forms:

Keep on posting if you need more help. Stay safe and healthy!

View solution in original post

MadelynC · ‎May 15, 2020

Welcome to this page, @TrintyYG.

The ability to merge fields in QuickBooks Online is currently unavailable. I appreciate for bringing this to our attention.

In the meantime, I recommend visiting our blog site. This is where we share recent happenings and future developments, such as updates to newly added features.

I’ve attached an article to learn more about creating custom fields in QBO: Create, add, and edit custom fields.

You can count on me if you have any other concerns. Take care.

TrintyYG · ‎May 15, 2020

Hi MadelynC,

Thanks for the reply. I'm a little baffled by your response though. Your answer doesn't explain why fields like [Invoice No.] in the subject area and [customer first name] or [first] next to the email greeting of Dear or To... are able to be merged in from the invoice? Doesn't seem to make sense that some fields can be merged into the emailed invoice or sales receipts while others cannot. I'm not quite sure you know what exactly it is I'm asking for.

Is there an escalation to a higher person or technical support that may have a better response?

AlexV · ‎May 15, 2020

Hello there, TrintyYG.

I'm joining this thread so I can share how e-invoice works.

Not all fields in the invoice can be added automatically to the email. We can only include the client's name or company name or the invoice number.

For the custom fields, you'll want to manually enter them before sending the invoices. Once you hit Save and send, you'll see the Send email pop-up. From there, you can add the Reservation and Pick-up date.

Also, you can attach a PDF file when sending an invoice. That way, your clients will see all the details you've added to it including the custom fields. With this option, even if you'll not add custom fields in the email, they can still see them when they view the PDF file.

Go to the Gear icon and select Custom form styles.
Find the invoice template you're using and click on Edit.
From the Emails tab, check PDF Attached and click Done to save it.

I've added this article to learn more on how to customize invoices and other sales forms:

Keep on posting if you need more help. Stay safe and healthy!

marcid520 · ‎February 14, 2022

just a heads up that this issue is not "solved" and i am having the same issue with merge data. I very much need to be able to merge the [description] field from my invoice into the email that accompanies the invoice.

ZackE · ‎February 14, 2022

Thanks for joining this thread, marcid520.

I can certainly understand how an ability to merge data from custom fields into sent invoices could be useful and have submitted a suggestion about it as of today.

You can also submit your own feature requests while signed in.

Here's how:

Use the Gear (⚙️) icon.
Click Feedback.
Enter your suggestions and/or comments.
Hit Next.
Choose Skip and send message.
The available drop-down menu can be used to pick an appropriate category.
Select Send message.

Your feedback's definitely valuable to Intuit. It will be reviewed by our Product Development team and considered in future updates. You can stay up-to-date with the latest news about your product by checking out Intuit's Product Updates webpage.

For now, since not all fields can be added automatically to e-invoices and printed ones, you can utilize the steps in AlexV's post to include custom field data on customer invoices.

If there's any questions, I'm just a post away. Have a lovely day!

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I have added two custom fields to my invoices (Reservation & Pick-up date). I would like both fields to be merged into my sent invoice email, like [customer first name]?