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R
Richpatti
January 16, 2026
Question

Inserting a letterhead for a cover letter to email customer invoices

  • January 16, 2026
  • 1 reply
  • 9 views

I have Quickbooks desktop and I am wanting to put a letterhead on the cover letter to email to customers. When I go into preferences and then to send forms, there are no templates except the basic one. I made templates for the invoices with the letterhead inserted, but I cannot find them when I go into Company Preferences. I would like the cover letter to be consistent with the invoice that is attached. Can someone please help me.

1 reply

J
Jovelyn_MQuickBooks Team
QuickBooks Team
January 16, 2026

Hi there, Rich.

 

In QuickBooks Desktop, customizing the cover letter for emailing invoices is quite limited, as the email templates in Preferences then Send Forms only allow basic text edits.

 

Since you’ve already created a template for the invoice with the letterhead but are unable to locate it, this behavior seems unusual. Edited templates should appear under Company Preferences after renaming and saving them as default.

 

To resolve this issue, I suggest running the Verify/Rebuild Data tool, which can detect errors or damaged data in your company file and ensure the software functions correctly.

 

Verify Your Company Data:

  1. Go to the Window menu and select Close All.
  2. Click File, then choose Utilities.
  3. Select Verify Data.

 

Rebuild Your Company Data:

  1. Navigate to File, then Utilities, and select Rebuild Data.
  2. When prompted, create a backup before rebuilding:
    • Click OK, name the backup file, and select a location to save it. Ensure you don’t overwrite an existing backup.
  3. After the rebuild completes, click OK when you see the message "Rebuild has completed."

 

Additionally, check the Audit Trail to see if the template was accidentally deleted or modified and when it occurred.

 

Let me know if you need further assistance. The Community is always here to help!

R
RichpattiAuthor
January 18, 2026

Sorry but I tried this and it didn’t do anything! All my data was verified and when I went to rebuild, nothing was found . But i checked the templates again and the only one that was there was the BASIC one.

 

Anything else to try?

B
BonJulius_GQuickBooks Team
QuickBooks Team
January 18, 2026

Hi Rich,

 

I know how important it is to you to include the letterhead on your invoices so you can email them to your customers.

 

I recommend contacting our Live Support Team, who can closely examine your account in a secure setting and conduct a thorough investigation into the matter. They have specialized tools and resources to help address this situation.

 

Here’s how:

 

  1. Go to the Help tab.
  2. Select Contact Us.
  3. Click Contact Us below.
  4. Enter a brief description of your concern. Then, Continue.
  5. Sign in to your Intuit account, and pick Continue. After that, click Continue with my account.
  6. A single-use code is sent to you via email. Enter it and select Continue.
  7. Once done. Choose Chat with us or Have us call you.

 

To ensure timely assistance, please check our support hours.

 

If you have questions, don't hesitate to reply.

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