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. 

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.

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.

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.

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. 

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...)     

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: 

• Review your recurring transactions in QuickBooks Online
• Import custom form styles for invoices or estimates

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

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

Thank you

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!

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. 

THANKS!! 

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!

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

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

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!

It is now 2 years later.  Any update on this?  As I said 2 years ago, it doesn't seem that this would be a very difficult feature to add.  There seems to be enough interest.

Hello there, @n-king.

We recognize how beneficial it is for you and your business to customize email templates according to your preferences in QuickBooks Online.

Currently, in QuickBooks, you can only change the color of the email form and the email message. It is not possible to change or remove the box in the middle of the email.

As we value your suggestions, I recommend sending your feedback to our Product Development Team. Here’s how:

1. Go to the Gear icon.
2. Select Feedback.
3. Enter a brief description of your product suggestion and click Next.
4. Type your email address.
5. Once done, click Send Message.

Also, feel free to visit our Feedback forum page to see a list of other QuickBooks users who have already suggested this feature, as well as the recent updates in QuickBooks.

I will also add an article that you can refer to for future use if you want to personalize and add info to your sales forms: Customize invoices, estimates, and sales receipts in QuickBooks Online.

Feel free to add a reply if you need further assistance. Enjoy your day!

Add your vote!  I have added this to the feedback portal and would appreciate your voting to include it in future feature updates.  Here's a link to my feedback:

https://feedback.qbo.intuit.com/forums/920245-quickbooks-mobile-feedback-forum/suggestions/46248622-...

How do I change the email message from HTML to just plain text?

It's my pleasure to help you change the email message in QuickBooks, @itsupport-genius.

You can change the email message to a Plain text option in the Additional email Options for Invoices section from the Account and Settings page. Plain text emails are often preferred for their simplicity and compatibility. Let me guide you on how: 

1. Go to the Gear icon.
2. Select Account and Settings.
3. Go to the Sales menu.
4.  On the Online delivery section open its content.
5. In the Additional email options for invoices field, select the  Plain text option.
6. Click the Save and Done button.

Also, I'll be adding these links that will guide you with your sales transactions and how to personalise your sales forms:

• Send invoice reminders automatically or manually in QuickBooks Online
• Customise invoices, estimates, and sales receipts in QuickBooks Online

Don't hesitate to post again if you have other concerns or if you need more help with the email messages. I'm always around to provide the information that you need.

Hi I did that and the email is fine in plain text, however now there is a glitch or issue that the "send from" email is no longer my company email but it is an intuit email which confuses my customers. The "send from" in the template is still showing my company email but when the invoice is sent it comes from 

[email address removed]. How do i fix this?

Allow me to clear things up, @itsupport-genius.

The Intuit email address (quickbooks@notification.intuit.com) is the default email address displayed in the "Sent from:" field of the invoices you send out. However, your company email address will still be visible in the "Reply to:" field and at the bottom of the invoice. When customers reply to your invoice, their response will be sent directly to your email.

We understand that this feature may cause confusion to your customers. To help improve your experience with QuickBooks Online, your valuable feedback goes directly to our product development team for review and consideration.

Here's how to send it:

1. Go to the Gear icon and choose Feedback.
2. Enter your comments or suggestions.
3. Click Next to submit.

In case you need help emailing or printing multiple sales forms, you can find more guidance in this article: Email or print multiple sales forms in QuickBooks Online.

You can always return here and leave a reply if you have other queries besides sending your invoices to customers. Our team is always available to support you. Have a good one!

You are providing incorrect information.

When my template was set to send as HTML my emails were going out to customers directly from my gmail.

In fact, it is still showing my email in the "send from" however due to whatever glitch in your system it now started coming out as your intuit email. This is unacceptable. 

Please fix this!!!

[removed by moderator]

I'm here to share additional information about the customer-facing email that'll be sent to your customers, @itsupport-genius.

By default, the email address when sending sales forms like invoices, transactions like purchase orders, and reports in QuickBooks Online (QBO) is quickbooks@notification.intuit.com. However, you can set up QuickBooks Online to send invoices from your Gmail address.

Let's try to resolve this error by disconnecting or removing your Gmail address and then adding it back. 

Here's how to disconnect your Gmail address:

1. Create an invoice or open an existing one.
2. Once you fill out the necessary fields, select Save and Send to open the preview window.
3. Above the customer’s email, select the From dropdown.
4. Select Remove Gmail address.

Once done, log out then log back in and connect your Gmail address. Check out this article for detailed guidance: Use your Gmail address to send invoices in QuickBooks Online.

Once you receive their payment, here's how you can record invoice payments in QuickBooks Online. It'll guide you with recording partial and full payment for an invoice.

Let me know if you need more help with your invoices. I'm always here to answer them for you. Have a great rest of the day!