Sending Invoices by Emails

FredW2 · ‎February 11, 2021

I have set up a dummy company to try to work through problems before going live on a different company. Currently, I am running Desktop Pro 2020, and when I send out batch emails I get a popup stating they have been sent but they never get received. The customers I have set up are fictitious and they have been set up with my personal gmail account. The three companies I have set up on QB's, including the dummy company, have the same gmail account. This has been done so I can verify not only are the invoices being sent via email but that they are also being received via email. Even though the QB has a popup showing the emails have been sent they are not showing up in my "Sent" box nor are they showing up in my "Inbox folder, Spam folder, or any other folder". I have read some of the solutions I found online and the first one I am trying is to change the company email address I currently have setup to a different gmail account. The problem is I cannot figure out where to access the company email address associated with the dummy company I have set up and I am hoping you can send me the exact steps that will take me to the field I need to edit.

The next question I need to ask is it even possible to set up a separate email address for multiple companies within the same license number? I would think it would be since multiple companies can be set up but I certainly cannot figure out where to go to do this.

My next step is to change the email addresses I have set for the fictitious customers to a different email address than the company address but one that I can monitor.

If these changes do not fix my problems, what would your next couple of suggestion be?

Thanks

Fred

jamespaul · ‎February 11, 2021

Hello, Fred.

Changing the email address setup in the dummy company can help resolve the emailed invoices issue. I'd be happy to show you the steps on how to do this. I'll also provide information regarding your other questions.

Before doing the steps below, you'll want to ensure your QuickBooks copy is updated to the latest release. This can help resolve common issues when using the program.

You can edit or change the email setup through the Send forms page. These steps will take you there:

Click the Edit menu, then select Preferences.
Go to the Send Forms tab.
Set the settings to Web mail, then click Edit.
Ensure the email ID is correct and the settings are properly set up (if you don't use Enhanced security).
Once done, click OK.

Also, you'll want to check the filter options in your email account. They might be blocking those invoices from being received.

Unsent invoices may or may not have an error at all. There are other helpful solutions in this article: Fix Error: Could not connect to the email server.

When you finally go live, you can check this article if you need to know if an invoice has been opened and read: Verify that an invoice was emailed and read by recipient.

For the next question, it's possible to set up separate email addresses for multiple companies within the same license number. All company files have separate preferences and settings. You can follow the steps above to set up a different email address.

To change the email addresses for your customers, you would just need to edit their profiles. I'll show you how:

Click the Customers menu, then select Customer Center.
Double-click the customer's profile.
Go to the Address Info tab.
Change the email in the Main email box.
Click OK.

You can find out more details about connecting your email address for invoicing here: Connect your email to QuickBooks Desktop.

I'm sure you'll find our articles helpful in case you need help recording other transactions for your customers. You can browse for one in our Sales and customers topic.

I'll keep this thread open in case you have other questions with the Desktop platform. I'm always here to help.

View solution in original post

jamespaul · ‎February 11, 2021

Hello, Fred.

Changing the email address setup in the dummy company can help resolve the emailed invoices issue. I'd be happy to show you the steps on how to do this. I'll also provide information regarding your other questions.

Before doing the steps below, you'll want to ensure your QuickBooks copy is updated to the latest release. This can help resolve common issues when using the program.

You can edit or change the email setup through the Send forms page. These steps will take you there:

Click the Edit menu, then select Preferences.
Go to the Send Forms tab.
Set the settings to Web mail, then click Edit.
Ensure the email ID is correct and the settings are properly set up (if you don't use Enhanced security).
Once done, click OK.

Also, you'll want to check the filter options in your email account. They might be blocking those invoices from being received.

Unsent invoices may or may not have an error at all. There are other helpful solutions in this article: Fix Error: Could not connect to the email server.

When you finally go live, you can check this article if you need to know if an invoice has been opened and read: Verify that an invoice was emailed and read by recipient.

For the next question, it's possible to set up separate email addresses for multiple companies within the same license number. All company files have separate preferences and settings. You can follow the steps above to set up a different email address.

To change the email addresses for your customers, you would just need to edit their profiles. I'll show you how:

Click the Customers menu, then select Customer Center.
Double-click the customer's profile.
Go to the Address Info tab.
Change the email in the Main email box.
Click OK.

You can find out more details about connecting your email address for invoicing here: Connect your email to QuickBooks Desktop.

I'm sure you'll find our articles helpful in case you need help recording other transactions for your customers. You can browse for one in our Sales and customers topic.

I'll keep this thread open in case you have other questions with the Desktop platform. I'm always here to help.

FredW2 · ‎February 15, 2021

Thank you JP, this was my resolution.

Fred

jamespaul · ‎February 15, 2021

You're welcome, Fred!

I'll keep this thread open in case you have more concerns for QuickBooks Desktop.

Take care out there.

TS34 · ‎April 30, 2021

Hi, I confirmed my email is correct and the customer email is correct. But getting a popup stating unable to connect to server. I have my email open in another tab and is working fine. Not sure what else to check.

KennethA_ · ‎April 30, 2021

Thank you for reaching out to us, TS34.

I'll be glad to help you with sending emailing invoices.

To clarify, did you receive any error messages when trying to send those invoices? Also, may I know what's your email provider? Any additional details will be much appreciated.

Let's perform some troubleshooting steps that can help us isolate this. To start off, make sure that your QBDT is updated to the latest version. Here's how:

1. Go to the Help menu

2. Select the Update QuickBooks Desktop on the drop-down.
3. Go to the Options tab,

4. Click Mark All, then Save.
5. Click Update Now.

6 Select the Reset Update tab.

7 .Click Get Updates.

Once done, kindly close and reopen QuickBooks Desktop. For more details, you can also check this article: Update QuickBooks Desktop to the latest release.

Create a test invoice and resend it to your email to double-check. If the issue persists, check out this article for further guidance: Connect your email to QuickBooks Desktop

You can also check on this article: Fix Error: Could not connect to the email server for more information about emailing invoices.

We're always here in the Community to help if you have other questions related to Emailing invoices in QuickBooks. Stay safe!

KarinaG · ‎May 26, 2021

And to solve it in the Online version, how is it?

JoesemM · ‎May 26, 2021

Thanks for joining this thread, @KarinaG. Let me share some information about sending invoices by email from Hotmail.

You can only connect the email using a Gmail address when sending invoices in QuickBooks Online. For now, use your existing Gmail address or create a new one to send the invoice.

Once you connect QuickBooks to your Google account, you can send customers invoices from your Gmail address. This way you can manage your emails with customers all in one place. Let me show you how.

Create an invoice or open an existing one.
Once you fill out the necessary fields, select Save and send to open the preview window.
Above the customer’s email, select the From ▼ dropdown.
Select Add Gmail address, then Connect Google account.
Enter your Gmail address in the sign-in window, then select Next. Note: If your computer remembers your Gmail, select the email you want to use. Then Allow and you're good to go.
Enter your Gmail password, then select Next.
Select Allow. Then you're ready to send invoices.

In case you want to disconnect it, QuickBooks uses the default email to send invoices. To remove it, here's how.

Create an invoice or open an existing one.
Once you fill out the necessary fields, select Save and send.
Above the customer’s email, select the From ▼ dropdown.
Select Remove Gmail address.

I'm adding this article to answers popular questions using the Gmail address:

Also, you can check out this article on how to handle the invoices when you receive the payment: Record invoice payments in QuickBooks Online.

Reply to a comment below if you need anything else, I'll be few clicks away in case you need further assistance. Take good care!

DanDoerksen · ‎September 28, 2022

Hi there,

Is this possible with QBO Self-employed? If so, I haven't been able to find it.

The issue I'm running into is that the no-reply QB email that is sending out the invoices is regularly landing in my clients' junk boxes, which is delaying payment. I'd love to be able to use my personal business email address as the sending address for invoices.

Any help with this is appreciated!

Thanks,

JessT · ‎September 28, 2022

Hi DanDoerksen,

The use of Gmail or any third-party webmail is not available in QuickBooks Self-Employed. I see that using the default email address of the Invoicing service has been a challenge for you. My suggestion is to save your invoice and Export as PDF, so you can send the file using your own email platform.

On the other hand, you can check out more references for QBSE on the main support page should you need them in the future. Just scroll down a bit and click More topics.

Let me know if you have any other questions in mind. Take care and have a good one!

DanDoerksen · ‎September 29, 2022

Thanks for the quick reply, Jess.

I'll start downloading invoices as pdfs at this point and sending them through my own email.

bbmhayes · ‎June 05, 2023

I'm confused on these directions, because I do not have a "From" above the customers email option.

I would like it set up where my email address does not give them the option to reply back to any invoices or estimates.

Now when a invoice or estimate is sent through QB email, they are replying back to me even though someone else might have sent it and I am unable to help them. So I prefer them not being able to reply back to my email. How do I set it up where it is sent from QB instead of my gmail.

Update, I found the "From" area, however it has our company name<[email address removed].

When I sent myself a test invoice and estimate, I had the option to reply back and it list the reply email as our company email, and we do not want them able to reply back. Only because 5 of us send stuff and the reply should not be an option since it is set to one email. How can I turn off the option for them to reply to the connected email address?

LieraMarie_A · ‎June 05, 2023

Hi there, @bbmhayes.

Thank you for the update and for providing additional information.

We understand that you'd like to disable the option for customers to reply to invoices and estimates sent through QuickBooks Online. However, there is no specific option available to turn off this ability.

To work around this situation, you'll want to update your customer-facing email address to the desired email. By doing this, you can ensure that customer responses are directed to a designated email address that you've set up for communication purposes. This will help you manage customer inquiries effectively and ensure that the right person receives and responds to their messages.

Here's how:

Navigate to the Gear icon in the top right corner and select Account and Settings from the drop-down menu.
Choose the Company tab on the left-hand side.
Look for the Contact info section and click the Edit icon.
Next to Customer-facing email, uncheck the Same as company email box.
Change it to the desired email address.
Select Save, then Done to save your changes.

I also encourage you to add your vote for this one by sending a feature request in the Feedback section within QuickBooks. Our product development team reviews all the feedback we receive to ensure we’re meeting the needs of our customers.

Here's how:

Select the Gear icon at the top, then Feedback.
Enter your comments or product suggestions then select Next.
You'll be provided a list of suggested Help articles related to your comment. You can read through them or select Skip and send message.
From the drop-down, choose the appropriate category, then select Send message.

Additionally, you can change the email address that appears on your sales forms.

Feel free to post here in the Community if you have any concerns about sending invoices. We're always here ready to help. Have a good one!

bbmhayes · ‎June 05, 2023

Thank you for your response, but that is exactly what we do not want. We do not have the time to cypher through replies.

This definitely needs to be a selected feature by choice. I will def suggest that it be added, not that it will do any good.

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