Question

How do modify the body of the email when sending invoices.

Forum|Forum|6 years ago
February 24, 2020
5 replies
92 views

No text available

QuickBooks Enterprise Suite

Year ago I added my signature in the body of emails when sending invoices. I would like to add something to my signature, but when I go to edit, preferences, send forms, and edit, it won't let me. It says that stock templetes can' be modified. But I did modify it in the past because I added my name and contact information. Can someone please tell me how to do that?

M

Mark_R

Moderator

You're unable to edit the email message to an existing invoice template, @KBSanders.

You'll have to add a new template and make modifications so you can use it when sending invoices to your customers.

Here's how:

In your QuickBooks Desktop, go to the Edit menu, then select Preferences.
Click Send Forms and go to the Company Preferences tab.
Select Add Template.
In the Add Email Template window, enter the correct information and click Save.

Just in case you'll want to personalize your invoice, you can check out this article for the detailed steps and information: Use and customize form templates.

Please touch base with me here for all of your QuickBooks needs, I'm always happy to help. Have a great day.

S

StephMPC

Hi Mark_R.

I am also trying to find a way to change the body of the email that is sent when emailing invoices in a batch. I have done all the steps you outlined above, and successfully added a new template email that can be used when emailing invoices. I have even set this new template as the default so that all the invoices that are emailed are sent with this new template.

However, we have recently upgraded to QB Enterprise Desktop 2020, which features an option to 'Combine forms to a recipient in one email.' This is a great feature. When I have a customer who has 5 invoices, they receive 1 email with all 5 invoices attached, instead of 5 emails.

If I do NOT check this option, and send my invoices individually (1 invoice = 1 email), there is a drop down box allowing me to choose the email template I want. But... when I check the box to turn this 'combine forms' feature on, the body of the email goes back to the standard 'Your invoice is attached. Please remit payment at your earliest convenience.' email. There is no longer a drop down box allowing me to choose an email template and I cannot seem to find any way to change the body of the email to my new template. I would prefer to send invoices with this 'combine forms' option checked to save my customers unnecessary emails. Do you know of any way to change the default body of the email that is sent when invoices are emailed using this 'combine forms' option?

I already called customer support and the 'support' agent I spoke to had no idea how to, or even if I am able to, fix this problem. Maybe you have a better option?

S

saba1995

Apparently, there are multiple ways??? I changed our companies default message this way (online via Google Chrome):

Click the gear icon (top right)

Click on 'Custom form styles'

BAM! There ya go. There should be an option to edit the default invoice message for ALL outgoing invoices!

Quickbooks/Intuit should REALLY make this more clear to others. There are multiple links to people asking this exact question and most of them had no luck... We pay good money for these services so we deserve better help and options.

B

boncrab

@saba1995 You answered a QuickBooks Desktop issue with a QuickBooks online solution. Not BAM for Desktop needs.

J

jamespaul

Level 8

Hello, km22.

I'll chime in and give a brief information about the Combine forms to a recipient in one email function.

Since the last post, we're still unable to select a specific email template when the Combine forms to a recipient in one email option is checked.

QuickBooks will always use a generic email body if multiple invoices are selected under a single customer on the Send Forms screen.

In the meantime, I would suggest using the workaround you've used (provided by ZackE).

To further expedite the requests from other users, I would recommend sending feedback to our developers. To reiterate the steps:

Go to the Help menu.
Hover on Send Feedback Online.
Select Product Suggestion.
Enter your suggestions about the Combine forms to a recipient in one email option.

Our developers will take a look at your ideas and might reconsider them for future updates and improvements.

If you need to check on your Balance Sheet or income and expense transactions, feel free to use this article as your guide in pulling up reports: Understand reports.

If there's anything else you'd like to do regarding your invoices, let me know the details. Encountered any obstacles while managing your lists or reports? I can definitely help you out. Just reply here and I'll ensure your needs are taken care of. See you soon.

T

tlehman1

When I include account summary information on the invoice, how can I change the amount under the Due Date on the invoice email message so it is the amount of the invoice and not the account balance? (see attached)

A

Anonymous

Thank you for the snapshot you added, @tlehman1. This gives me better insights into your concern with changing the invoice amount.

I can see that you’re using QuickBooks Payments. With this, I’ll share with you some information on how we can sort this out.

Customers can automatically pay the invoice online by clicking the Review and pay button. Also, before sending this to your customers, you have the option to change the amount that they will be paying. To modify, you can follow the guidelines seen in the screenshot below:

If the customers are making a partial payment, you’ll want to know that QuickBooks Payments only allows one-time payment on invoices, either partial or full payment. Henceforth, you can adhere to the procedures listed below to add any further payments your client makes:

Go to the Customers menu and select Receive Payment.
Select the customer's name in the Received From drop-down. Then, enter the Amount received.
Choose the Payment method and ensure that the date is correct.
Select the invoice or invoices you'd like to pay. Then, select Save & Close.

Furthermore, learn from this article to check when QuickBooks deposits customer payments into your bank account: Find out when QuickBooks Payments deposits customer payments

Let me know if you have questions about invoice payments. The Community always has your back. Have a good one!

S

sprints

This helpful message does not cover the message when batching invoices for emailing. Any ideas?

C

CharleneMaeF

QuickBooks Team

I'll help you send multiple invoices, sprints.

QuickBooks Online lets you email multiple invoices at the same time. I'll show you how:

Go to Bookkeeping and then choose Transactions.
Select All Sales, or go to Sales and then select Invoices.
Place a checkmark on the invoices you'd like to email.
From the Batch actions drop-down menu, select Send.

For more details, please see this article: Email or Print multiple sales forms in QuickBooks Online.

Additionally, I've added an article that'll help you personalize the appearance and layout of sales forms so you can add the info that matters most to your business: Customize Invoices, Estimates, and Sales Receipts.

Please keep us posted if you have other questions or concerns about working with your sales transactions in QuickBooks. We're always here to help you keep your record accurate.

S

SupplyBright

I have upgrade from QB Première to QB Enterprise 3 weeks ago. I realized that my custom text on my invoice emails was not transferred over. I have retyped the information into the "send Forms - Company Preference - Standard Invoice and have QB save the information. However when I try and email the invoice the following error appears and I get dumped out of QB... QuickBooks - Unrecoverable Error.

I have sent this new form an an invoice created after the custom form was entered. I have restarted QB, I have done a cold reboot of the computer and I have done a warm reboot. The error continues. In addition I have gone to an old sent invoice (from QB Premiere) and selected and copied the old text and the error still appears.

This worked fine for many years in Premiere but Enterprise does not like this change

M

Mark_AG

Level 1

I understand the importance of sending an invoice to your customers through email, @SupplyBright. Rest assured, I'm here to assist you in fixing this issue so you can send invoice emails to your customers again.

First, let's use QuickBooks Tool Hub to troubleshoot your QBDT app. Make sure to close QuickBooks before doing this. Please check this article for more details: Fix PDF and Print problems with QuickBooks Desktop.

Here's how:

Download the most recent version (1.6.0.3) of the QuickBooks Tool Hub. If you have the app already, proceed to the next step.
Open the QuickBooksToolHub.exe file.
Follow the installation steps and agree to the terms and conditions.
Run the app after the installation.
In the QuickBooks Tool Hub, select Program Problems.
Select QuickBooks PDF & Print Repair Tool. Please wait for it to finish.
Print, email, or save as a PDF from QuickBooks Desktop again.

If the problem persists, you can reset your temporary folder permissions.

Here's how:

Press the Windows key + R to open the RUN command.
Type %TEMP% and press Enter.
Right-click an empty area of the temp folder and select Properties.
Select Security.
Make sure all user names and groups in Security have Full Control.
Once the permissions have been set to Full Control, save it as a PDF again in QuickBooks.

Additionally, I'd like to add this article to learn how to fix unrecoverable errors for different scenarios: Unrecoverable error in QuickBooks Desktop.

Furthermore, you can also learn how to use and customize form templates for your transactions in QuickBooks Desktop.

Let me know if you have additional concerns besides needing help to email an invoice in QuickBooks Desktop. I'm always here to assist you.

S

SupplyBright

Thank you for your reply.

I believe I have found the answer. In Quickbook most generous method of never documenting any support to its end users, there is a limit on how many characters the cover email letter may contain.

I have always used this option to include our company's terms & condition with every invoice,estimate and sales order. It worked fine in Quickbooks Premiere for the last 6 years, but coping the same text did not work in Enterprise (I even retyped the file in by hand). Once I analyzed Quickbooks notorious method of limiting business work flow I realized that the "better" upgraded program Enterprise has more shortcomings than the Premiere edition.

As I started to shorten my text I was able to send the invoice. I now cannot include my full copy of the terms & conditions, but that is now something else I will need to find a "work around".

Sign up

Login with SSO

Let's get you signed in

Login with SSO