We do not use the Quickbooks Shipping Manager because it is too limiting and we have a separate solution that handles all of our shipping needs. We use Quickbooks Web Connector in order to import the tracking numbers into Quickbooks Desktop. This essentially adds the Shipping information as a "Shipping" Item on a line on the Invoice.
Customers get this information when we email them a pdf copy of their invoice. Several customers have expressed that they do not like having to go into the pdf to get the tracking number and when they do, it is not hyperlinked or anything in order to make tracking easier.
In researching discussion topics, I see that Quickbooks online has fields for "Ship Via", "Ship Date", and "Tracking No." Importing this data into defined fields should then allow this information to be inserted into the email body.
Does Quickbooks Desktop have the option for these fields?
Welcome back to the Community, @J_S_R.
Yes, QuickBooks Desktop has the option to add the Ship Via, Ship Date, and Tracking Number fields on the invoice. I can walk you through on how to accomplish this goal.
You can customize the invoice template and add the said fields above. This way, it will show up on your invoices and you can email them to your customers. Know that the Tracking Number field isn't available. However, you can enter this under the Other box.
Here's how to customize the template:
- Click on Lists at the top.
- Select on Templates.
- Choose your invoice template and click it.
- Hit on Additional Customization.
- Under the Header section, put a check-mark for Ship Date, Ship Via, and enter Tracking Number on the Other box. Make sure that the Screen and Print boxes are all checked.
- Press on OK when you're done.
I've attached a screenshot for your visual guide on the step number 5:
From there, you'll be able to enter the details of these fields upon creating the invoice and have them sent to your customers afterward.
You can always check out these articles below for more techniques in customizing sales forms in QBDT and on how to email them:
If there's anything else that you need about this or with QuickBooks, let me know. I'll make sure you're all set. Have a lovely day!
Thank you for that information. Once those field are enabled, is it possible to list them in the body of the email template. When I go to Edit>Preferences>Send Forms>Edit, the Edit Email Template gives the options of Inserting Fields. I would like to have a statement that says "Your order shipped on [Ship-Date] via [Sip-Via] and your tracking number is [Tracking-Numer]." but I do not see those available in the "Insert Field" drop down menu. Is there a way to include these in the email template?
It's good to see again here in the Community, J_S_R.
Allow me to take over and provide some insights regarding inserting fields in QuickBooks Desktop email template.
Adding your own statements on the email template is currently unavailable in QuickBooks Desktop. For now, you can check the screenshot below for the available fields to use for the template.
To know more about customizing your email template in QuickBooks, check out this article: Create custom email templates in QuickBooks Desktop.
The Community is around your corner if you have any other letter template concerns. Have a great day.
In today's time where it seems like everything is getting shipped and customers want status now, it seems this feature would be useful to most.
Can we have this submitted as a feature request?
Hi there, J_S_R.
I can see how presentable having a customized-phrase option is to your clients. At times, we roll out updates based on the request that we received from our customers. Rest assured, I'll be sharing this post with one of our product developers for consideration.
Thank you for making business with us in QuickBooks. Count me in if you have any other concerns in QuickBooks. I'll be surely get back to help. Take care.
There are a couple of problems with the Tracking Number field as suggested.
1. Each time I enter a tracking number into an invoice, QB asks if I want to make this number a default for all future invoice. Obviously the tracking number I enter should be unique for each invoice.
2. As mentioned before, I cannot send an invoice via email to the customer with the tracking number inserted into the body of the email. This would save the customer a lot of time especially if we could also insert our invoice number, their PO number and the tracking number. Many customers check for delivery before they enter an invoice so having in the body would be a time saver.
3. I would like the tracking number inserted into the Statements I send to customers. This would save me time because they often question if a shipment has been delivered which requires opening the invoice, copying the tracking and entering into the carrier website. If you want to get really good, you would look up the tracking number on UPS, FEDEX or USPS for me and put the Delivered Date into the statement. To get around this limitation today I am copying the tracking into the body of the invoice as a line item so it appears on their statement. That is extra work.
Thanks for the feedback, @GeneM.
I'm going to forward your concerns to our Product Development Team about the behavior you're facing. I'm going to mention that inserting the Tracking Number into the Statements and the Emails. You can visit our Blog to see new features for our Products and see future updates.
If you have any other questions or concerns, please let me know! I'm here to help in any way that I can. Have a beautiful day!
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