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Level 2

How to customize e-mail template

Hello, I'd like to know how to customize e-mail templates. I already looked into Custom Form Styles, but the options given are far too bare bones. The invoice options are great. One of the tutorials tells me to "Go to the File menu and select Switch to Single-User Mode." but I don't have that option at all on my desktop app. I don't have the "preference" option under Edit either. Am I doing something wrong? Thanks in advance. -Daniel
15 Comments 15
QuickBooks Team

How to customize e-mail template

The tutorial you've seen is intended for QuickBooks Desktop, Daniel.


This is the reason why you can't see it in your account since you're using QuickBooks Online. No worries, I'll share the steps with you on how you can customize the email templates in the version that you're using. Here's how:


  1. Click the Gear icon in the upper-right hand corner of the desktop app.
  2. Select Account and settings and proceed to the Sales tab.
  3. Look for Messages and click on it.
  4. Select a sales form in the drop-down list for Sales form.
  5. Customize the email message and enter any other details.
  6. Click Save, then click Done.

Let me also share article with you for more guidance about using the desktop app: General Support For QuickBooks App for Windows and Mac.


You can always reach out to us anytime you need help. We're always here to be your guide. 


Level 2

How to customize e-mail template

Hello JenoP,

I'm aware I can change some of the e-mail's contents, but I want to change its layout and colors, add some elements and remove some that I think shouldn't be there.


I simply do not like the invoice e-mail. I would like the ability to edit with HTML at the very least.


I'm also not too fond of being forced to show the Intuit | Quickbooks logo plastered on it, but I don't see too much harm in turning a blind eye there.

QuickBooks Team

How to customize e-mail template

Thanks for getting back to us, obsite.


For now, you're unable to edit HTML for your invoice email. However, QuickBooks Online gives you the tools to create attractive, professional-looking invoices, estimates, and sales receipts


You can Import a customized invoice so you can design your own invoice including your logo. Make sure to map your import fields correctly to successfully import them to QuickBooks Online. 


Also, editing layout and colors for your invoices can only be done in Custom Form Styles. From there, you'll be able to personalize the appearance and layout of your sales forms.


I've also attached an article for your reference: Email and Customise Sales Form.


Leave a comment below if you need help from us. We're always right here for you.


Level 1

How to customize e-mail template

It is very disappointing your answer to the question was irrelevant.  I also have the same problem, the initial impression is the email content and I too would like to have it branded under my brand and not a big box in the middle of the email.


This has been a request from customers for many years and I am also adding my voice to have this ability.  If you can allow customization of the invoice the email should be a fairly simple addition.

QuickBooks Team

How to customize e-mail template

Changing the email content to your desired preference is a great idea, @n-king.


Currently, in QuickBooks, you can only edit the email message and change the color of the email form. The option to modify or remove the box in the middle of the email is unavailable. To know more, see this guide: Email and customise sales form. Refer to the steps below:


  1. In QuickBooks, go to the Gear icon and choose Custom form styles.
  2. Look for the sales form template you want to edit or click the New style button to create a new one.
  3. Once opened, under the Design tab select Try other colours and choose the color you want to appear on your email.
  4. Then, to change the email message, just tap the Email tab and go to Message to customer field.
  5. Once finished, hit Done.
  6. Select the appropriate template whenever you create a sales transaction to apply the changes you made. 

I can see the importance of having this option added to make your email more personalise. So I’ll take note of this and send feedback to our Product Development team. Rest assured that we are bound to help you with everything we can. 


Also, I've added this great article to help you change the appearance and layout of your sales forms like invoices, estimates, and sales receipts, head to customise sales form at this link for the detailed instructions.  


You can always post here if you have further questions about modifying your invoice email in QuickBooks. I'll be around to help you in any way I can. Take care always and have a good one. 

Level 1

How to customize e-mail template

Somewhere in the program there is a snip of code that sets the HTML style, table size, background colors, cell colors, fonts, etc.  I'm not sure why Quickbooks won't allow access to that template file.  My company colors are red and black.  My biggest competitor uses a steel/blue/gray color - which happens to be the forced color on the HTML emails.  This just just adds another layer of frustration. I can go through one at a time and change the table and text colors but it takes minutes for each one.  Quickbooks could sure make a lot of customers happy by either pointing us to the html template code or simply allowing us to modify it.  We are customers asking for a simple improvement.  Please make it happen. Why is it too much to ask such a large company with primarily a small business customer base to provide a simple, useful tool to help small businesses?  (Now they will probably make the feature but it will be a $10 a month upgrade...)     

Level 1

How to customize e-mail template

Thank you JenoP, I had a related question.  I need to have multiple invoice email templates, each type to be used with distinct recurring invoice templates that get sent out to different types of customers monthly.   I got to the Customer Form Styles page from the Gear icon, and I can create multiple templates, but of the 3 types of customizations it offers - Design, Content ,and Email, the only one I can make unique changes to on each template is the Design.
For instance, when I change the email Subject line or Message to customer text on one template, it automatically changes it on the others too.  The same happens when I change the invoice layout through the Content button.  Fwiw, changes to the Design button on one template do not change the other templates.  It looks like it's supposed to be able to keep the template customizations distinct, but that doesn't happen.  Any thoughts?  We are using Quickbooks Online. 

How to customize e-mail template

I appreciate you for joining this thread, @EhudG.

Let me provide some information here about customizing sales forms in QuickBooks Online.

Out of the three customization types available, you can only make unique changes to each template when you modify details on the Design option. That means changing the content, and the email section will automatically update everything. The one you’ve experienced is how the program works. 

Having different email subject lines or messages to a recurring template is a great idea. However, it's unavailable at the moment. If you have a specific message to your customer, consider using the Message on invoice field of the recurring transaction.   

Here’s how:


  1. Go to the Gear icon and select Recurring Transactions.
  2. Click Edit on your recurring template.
  3. Enter the details on the Message on invoice box.
  4. Save template.

To help you out in personalising and handling recurring transactions, you can check out these articles: 


Drop a comment below if you have any other template concerns. We’ll be happy to help you out. 

Corrina Brunchault
Level 1

How to customize e-mail template

Could you please help to customize e mail template on payment receipt


Thank you

QuickBooks Team

How to customize e-mail template

I appreciate your time joining in on this thread, Corrina Brunchault.


When it comes to the payment receipt design, we use the standard or default invoice template. You can make some changes on the color or font by following these steps:


  1. Go to the Gear > Custom form styles.
  2. Select the Edit link of the standard or default invoice template.
  3. From the Design tab, change the template, logo, color, font, and print settings.
  4. Click Done.

If you want to edit the message, you can open the Receive payment transaction. Then, click Save and send. This will open the Send email window, where you can edit the Subject and Body of the email. 


Here's a sample screenshot for a visual reference:



I also suggest sending feedback to our product engineers. This helps us improve our system and service. You can do that by going to the Gear Feedback


You can always get back to me if you have any additional questions or other concerns. Take care and stay safe!

Level 1

How to customize e-mail template

Can someone please tell me how to add in due date into the email template for invoices? For example:


"Please see the attached Invoice #[Invoice No.]. It is due on [duedate]." However, the due date isn't populating. I have also tried <duedate> but it doesn't populate either. 




Joesem M

How to customize e-mail template

Thanks for joining the Community today, @theonlyrij. Allow me to lend a helping hand and get you pointed in the right direction.


I can see how it would be useful to attach the due date into the invoice template for invoices. I'll make sure to pass your idea to our Product Development team to see if this feature will be available for future updates. You can also send your product suggestions through this link: Customer Feedback for QuickBooks Online.


I know some applications you can integrate with QBO for more customization requests about attaching email templates in QuickBooks. 


Let me route you to our app store:

  1. Login to your QuickBooks Online (QBO) account.
  2. Click Apps.
  3. On the Search field, enter the keyword(s).

We don't recommend the specific third-party application, but there's a variety you can choose from on our QuickBooks App Store to help you with modifying statements.


For now, I'd encourage you to visit our QuickBooks Online Blog to be updated about our latest happenings. Through this, you're able to get the newest news, features, and updates about QuickBooks Online and what our Product Care Team is working on.


Feel free to get back in touch with us if you have other concerns about QuickBooks. We'd love to help. Have a nice day!

Level 2

How to customize e-mail template

I would like to see the link for the tutorial for QBDT - please

Level 2

How to customize e-mail template

Doesn't this come from the dropdown box when setting up a customer and the terms of their account?

QuickBooks Team

How to customize e-mail template

Thank you for posting here in the Community, @hastings24


Can you tell me more about the tutorial that you're referring to? I may be able to assist you or provide insights into what may be happening and come up with a solution.


You can click the Reply button below to add more details.


I'm looking forward to hearing from you soon! Take care and have a wonderful day!