Skip to main content

Get 50% OFF QuickBooks for 3 months*

Buy now
Switch to QuickBooks and 70% off for 3 Months
Talk to Sales: 877-683-3280
Hours
Mon - Fri, 5am - 6pm PST
Sat - Sun, 7am - 4pm PST
Product support & help
Need help signing in?
D
dnmh
February 18, 2026
Question

Custom Invoice Email Templates

  • February 18, 2026
  • 1 reply
  • 14 views

Is there a way to use email templates for sending Invoices on an on-demand basis? I have automated email reminders set up in my Workflows for Unpaid invoices, but the automations often don't run consistently. Customers are supposed to receive an email reminder at certain intervals with a late fee warning when they are approaching Past Due status. When that automation fails to run in the background, I would like to be able to quickly and easily send that same templated reminder to an individual Customer manually, on-demand (not as a Workflow, just substitute our standard Invoice Reminder template with the Late Fee Warning template when clicking "Send Reminder"). Is there a way to do this?

1 reply

E
Erika_KQuickBooks Team
QuickBooks Team
February 18, 2026

Hi there, @dnmh. Workflow templates are for automation, so we're unable to use them when sending the reminders yourself. Instead, you can use the Custom form style feature to get the look you want. 

 

You can set this up by going to Settings > Custom form style > New style > Invoice. From there, you can add your personalized info. If you’d like to include a late fee warning as an email message, simply head to the Reminder email section under the Emails tab. Since this template needs to be active for your reminders to function properly, please ensure that you select this template when creating the invoice. This ensures your personalized message and other adjustments are ready to go whenever you send a reminder yourself.

 

Once that's set, you can send those reminders yourself at any time. I'll also leave this article here for more info: Send invoice reminders automatically or manually in QuickBooks Online.

 

I’ll keep this conversation open in case you have any other questions. I want to ensure you're all set to get those reminders out the door.

J
Jayson_EQuickBooks Team
QuickBooks Team
February 19, 2026

Hello, dnmh.
 
I’m following up to see if the solution we provided worked for you.
 
Did it resolve the issue, or are you still experiencing difficulties?
 
We're happy to assist further if you need any more help.

Need QuickBooks guidance?
Log in to access expert advice and community support instantly.
Terms & ConditionsAccessibility statement