Question

How do I set up my email address to send invoices from?

Forum|Forum|5 years ago
April 12, 2021
7 replies
81 views

My email is not a gmail account. How do i set up the company's email as the sender?

QuickBooks Online

L

lin_jcaj

Level 9

You got me here to help, bookkeeper67.

Setting up the company's email address you use for sending invoices in QuickBooks Online (QBO) is pretty easy.

Here are the steps:

Click the Settings icon at the top and select Account and Settings.
Choose Company and click the Pencil icon on the Contact Info section.
Enter your email address in the Company email field and put a checkmark on the Same as company email.
Click Save, then Done.

Moving forward, the system will apply the new email address for your invoicing.

For future reference, you can also check out these articles for further guidance:

Please get back to me if you have any other additional question concerning setting up email in QBO. I'm here to help.

B

bookkeeper67Author

I did as instructed but it is not doing that and when I try to change it in invoices it tells me I need a Gmail address.

JenoP

QuickBooks Team

Joining the thread to help with you question about sending invoices, bookkeeper67.

Can you tell us the domain of the email that you're using? For now, we only have integration with Gmail which would allow you to send invoices and other sales transactions.

If you don't have a Gmail account, transactions are sent using quickbooks@notification.intuit.com.

You'll also want to send them a reminder or accept payments by credit card or ACH transfer. Check out these articles for more details:

Reply down below or reach out to us again if you need anything else. As always, the Community is always here to help you again.

D

Davidbowers

I am. trying to set up my email to able to send invoices even though I follow the instructions it doesn't work.

Nicole_N

QuickBooks Team

Thanks for replying into this thread, @Davidbowers.

I appreciate you for following the instructions that my colleagues have shared. Allow me to provide you with another workaround to address this.

Invoices can also be downloaded in PDF format, and will be kept on your computer and send through your Gmail account directly. Follow these steps to download an invoice:

1. Go to the Sales menu.
2. Select Invoices.
3. Find and select the invoice you want to download.
4. From the Action column, click the dropdown and select View/Edit.
6. Click on Print or Preview, then select Print or Preview again.
7. Select Download.
8. Select Close to exit the PDF viewer.

Once downloaded, you can now send the invoices using your Gmail account. I'll also provide this article for more details on downloading sales forms in QBO: Download and save sales forms and statements in QuickBooks Online.

You can also visit this article to learn more about sending multiple invoices: Email or print multiple sales forms in QuickBooks Online.

Let me know if you have any additional questions concerning invoices. I'm always around to help. Keep safe.

C

CM99

How is it almost 2023 and QBO still can't send email from my company domain? Options are only notification.intuit.com and [email address removed]. Utterly ridiculous.

LieraMarie_A

Level 8

Hi there, @CM99.

It isn't the impression we want you to have. Allow me to share some information about sending invoices from a different domain.

Do you mind sharing your company domain? Currently, we can only connect QuickBooks Online (QBO) to a Gmail account. If you wish to remove the old one and replace it, follow these steps:

Create an invoice or open an existing one.
Once you fill out the necessary fields, click Save and send.
Above the customer’s email, select the From dropdown.
Choose Remove Gmail address.

Once disconnected, QBO uses the default email to send invoices. You may now link and use your new one.

Having the ability to connect other domains would be great option. I encourage you to add your vote for this one by sending a feature request in the Feedback section within QuickBooks. Our product development team reviews all the feedback we receive to ensure we’re meeting the needs of our customers.

Here's how:

Select the Gear icon at the top, then Feedback.
Enter your comments or product suggestions then select Next.
You'll be provided a list of suggested Help articles related to your comment. You can read through them or select Skip and send message.
From the drop-down, choose the appropriate category, then select Send message.

For your reference, check out this link: How to Submit Feedback.

Finally, please be mindful about sharing any personal or private business information here in the Community as this is a public forum. I've encrypted your email address for your security.

Comment down below if you need further assistance with sending your forms. The Community is always here to help you again.

C

Cam-Int

This thread is three years old and the feature remains unchanged. What about your customers who use MS Exchange, why only Gmail customer can change their outgoing email address?

I am a recent new user of QB however come from a software development background and I am shocked how your Dev Ops team are unable to deliver this simple feature to the mass of your customers.

Please dont reply with the same excuses and dont tell me you cant give a time this will be enabled, just deliver what your customers want.

M

Maybelle_S

QuickBooks Team

Hello there, Cam-Int.

I understand the importance of using your email domain when sending invoices in QuickBooks Online (QBO). However, we can only use Gmail for now in the program.

We understand your need for functionality and would love to hear your thoughts about your experience by sending us feedback on your QuickBooks Online company. It enables our product developers to consider adding it in the future.

Here's how:

Go to the Gear menu and then select Feedback.
Type in your feature request in the description box.
Once done, click on Next.

Additionally, please visit our Firm of the Future page periodically to stay updated with the news and updates.

I'm also adding this resource to help personalize and add specific info to your sales forms: Customize invoices, estimates, and sales receipts in QuickBooks Online. This way, you'll have attractive, professional-looking customer forms.

Keep me posted if you have additional questions about invoices. I'll be around to help you again. Take care!

S

stf1 foster

Just migrated my company emails from google workspace to Office 365. Now I can not send invoices in quickbooks online. I had no idea this would be a problem. This is crazy.

T

t-bes

Just wanted to add my voice to the group. It's been 4 years since this original post and QBO still only allows Google integration. I've used the feedback option multiple times and I've even gone to the Customer Feedback for QBO website and found a post from 2019 about this issue. Here's the site for the suggestion someone previously made https://feedback.qbo.intuit.com/forums/591862-quickbooks-invoice-payments-portal/suggestions/36714349-change-from-email-to-my-email-address-for-invoic. It looks like this is an option in QB Desktop but for whatever reason it's not capable in QBO, which I find it hard to believe that in 6 years technology hasn't advanced to the point where this can be a feature online.

I have customers who are not receiving the estimate/invoice emails because the QB/intuit notifications email gets caught in their company's spam filter. It's unrealistic for me to provide my customers with a walkthrough of how to add that email to safe sender's list or expect them to even do it if I do. So QB where are you actually listening to your customers, here or on the Customer Feedback site? Because it doesn't seem like it's either.

T

t-bes

It's now 2025 and this feature request is at least 4 years old. I was searching around QB community for any updates and found the Customer Feedback site and there was a request for this feature back in 2019. Here's the site for anyone who wants to add their vote on that site https://feedback.qbo.intuit.com/forums/591862-quickbooks-invoice-payments-portal/suggestions/36714349-change-from-email-to-my-email-address-for-invoic.

Like @IT-IN-A-BOX stated, it's a security issue that someone could very easily pose as my business to send invoices. But also, we have had so many issues with customers not receiving our estimates and invoices consistently from the "[email address removed]" that I am now being required to go through the extra steps to generate estimates and invoices and then send them manually through my Outlook email. This is insane but it's more insane for me to tell our customers to just add the email to a safe sender's list repeatedly, I cannot do IT support for all our customers.

I've used the "Feedback" option within QBO and the Customer Feedback for QBO website so please don't tell me to leave my suggestion like you told @Cam-Int and the rest of us here. Seeing how there hasn't been any change, it feels like all we are doing is screaming into a void. --_(-_-)_--

T

t-bes

Also, the other issue with having to send all invoices and estimates manually through Outlook means I cannot take advantage of the feature that shows whether or not the invoice has been sent, viewed, etc. I saw a message about marking the invoice as "Printed" but that does not appear in the status column when looking at my invoices.

Z

ZackE_

Moderator

Thanks for getting involved with this thread, t-bes.

To view invoice statuses in QuickBooks, you'll need to send them from within QuickBooks. If you're choosing to send them outside of QuickBooks, the platform won't be able to communicate invoice statuses to you.

You can learn more about tracking invoice statuses in our Track the status of invoices article.

To mark invoices with as Printed in QuickBooks, you'll need to turn on your Print later and Mark as printed option for them.

Here's how:

From the Invoices screen, find an invoice and open it.
Turn on its Print later option.
Save your changes.
Now when looking through your invoice list, you can filter by Delivery method and choose "Print later" to find invoices you need to print.
Once you've found one you want to mark as printed, open it and turn on your Mark as printed option.
Select Save and close.

The invoice should now show as printed.

You'll also be able to find many detailed resources about using QuickBooks in our help article archives.

Please don't hesitate to send a reply if there's any questions. Have a wonderful Tuesday!

J

Jaseem

If you are open to using a third party service for this, Do check out PayorCRM which can connect to most email servers to send invoice reminders

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