How do I create email invoices in QuickBooks Desktop

QuickBooks Desktop is a popular accounting software used by businesses to manage their financial transactions, invoices, and payments. One of the key features of QuickBooks Desktop is the ability to create and send invoices to customers. However, printing and mailing physical invoices can be time-consuming and costly. To address this, QuickBooks Desktop allows users to create and send email invoices, providing a more convenient and efficient way to bill customers.

We will provide a step-by-step guide on how to create and send email invoices in QuickBooks Desktop. We will cover the necessary setup and configuration steps, as well as walk you through the process of creating and customizing email templates. Additionally, we will discuss how to send the email invoices to customers and track their payment status. By the end of this article, you will have a clear understanding of how to leverage the email invoicing feature in QuickBooks Desktop to streamline your billing process and improve customer communication.

Content
  1. Open QuickBooks Desktop and go to the "Customers" tab
    1. Step 1: Open QuickBooks Desktop and go to the "Customers" tab
    2. Step 2: Select the "Create Invoices" option
    3. Step 3: Fill in the invoice details
    4. Step 4: Customize the invoice template
    5. Step 5: Add products or services
    6. Step 6: Review and save the invoice
    7. Step 7: Email the invoice
    8. Step 8: Send the invoice
  2. Select the customer for whom you want to create an email invoice
    1. Step 1: Open QuickBooks Desktop and navigate to the Customers menu
    2. Step 2: Select the customer for whom you want to create an email invoice
    3. Step 3: Click on the "Create Invoice" button
    4. Step 4: Fill in the invoice details
    5. Step 5: Add line items to the invoice
    6. Step 6: Preview and customize the invoice
    7. Step 7: Review and send the email invoice
  3. Click on the "Create Invoices" option
    1. Step 1: Open QuickBooks Desktop
    2. Step 2: Select the "Customers" menu
    3. Step 3: Click on "Create Invoices"
    4. Step 4: Fill in the invoice details
    5. Step 5: Add line items to the invoice
    6. Step 6: Preview and customize the invoice
    7. Step 7: Click on the "Email" button
    8. Step 8: Review and send the email invoice
  4. Fill in the required invoice details such as customer information, products/services, and payment terms
  5. Review and customize the invoice template
  6. Preview and send the email invoice to your customer
  7. Review the invoice for accuracy and make any necessary edits
  8. Click on the "Email" button to send the invoice via email
    1. Step 1: Open the Invoice
    2. Step 2: Click on the "Email" Button
    3. Step 3: Review and Edit Email Details
    4. Step 4: Attach Files (Optional)
    5. Step 5: Preview and Send
  9. Enter the recipient's email address and add a personalized message if desired
  10. Review the email preview and make any necessary adjustments
  11. Click on the "Send" button to send the email invoice to the customer
  12. Save a copy of the email invoice in QuickBooks for future reference
  13. Track the status of the email invoice in QuickBooks to ensure it has been sent and received by the customer
  14. Follow up with the customer if necessary to confirm receipt and payment of the invoice
  15. Frequently Asked Questions

Open QuickBooks Desktop and go to the "Customers" tab

To create email invoices in QuickBooks Desktop, follow these simple steps:

Step 1: Open QuickBooks Desktop and go to the "Customers" tab

Launch QuickBooks Desktop on your computer and navigate to the "Customers" tab located at the top of the screen. Click on it to proceed.

Step 2: Select the "Create Invoices" option

Once you are in the "Customers" tab, a drop-down menu will appear. From the options available, choose "Create Invoices" to start the invoice creation process.

Step 3: Fill in the invoice details

A new window will open, allowing you to enter the necessary information for your invoice. Fill in the customer's name, email address, and any other required fields.

Step 4: Customize the invoice template

QuickBooks Desktop provides a range of invoice templates to choose from. Select the one that best suits your business needs or customize it according to your preferences.

Step 5: Add products or services

Next, add the products or services you are invoicing for. Enter the item name, quantity, rate, and any other relevant details. QuickBooks Desktop will automatically calculate the total amount for you.

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Step 6: Review and save the invoice

Double-check all the information you have entered to ensure accuracy. Once you are satisfied with the invoice, click on the "Save" button to save it in your QuickBooks Desktop system.

Step 7: Email the invoice

After saving the invoice, you will have the option to email it directly to your customer. Click on the "Email" button and ensure that the correct email address is entered. You can also add a personalized message if desired.

Step 8: Send the invoice

Once you have reviewed everything and made any necessary changes, click on the "Send" button to send the invoice to your customer via email. QuickBooks Desktop will generate an email with the invoice attached as a PDF.

That's it! You have successfully created and emailed an invoice using QuickBooks Desktop. This streamlined process will save you time and effort, allowing you to focus on other aspects of your business.

Select the customer for whom you want to create an email invoice

Creating email invoices in QuickBooks Desktop is a convenient way to send professional-looking invoices directly to your customers' email addresses. Follow the step-by-step guide below to learn how to create email invoices in QuickBooks Desktop.

Step 1: Open QuickBooks Desktop and navigate to the Customers menu

To begin, open QuickBooks Desktop and navigate to the Customers menu. You can do this by clicking on the "Customers" tab located at the top of the screen.

Step 2: Select the customer for whom you want to create an email invoice

Once you are in the Customers menu, locate and select the customer for whom you want to create an email invoice. This can be done by either scrolling through the list of customers or by using the search bar at the top of the screen to find the customer's name.

Step 3: Click on the "Create Invoice" button

After selecting the desired customer, click on the "Create Invoice" button. This button is typically located at the top of the customer's information page or in the toolbar.

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Step 4: Fill in the invoice details

On the invoice creation page, fill in the necessary details for the invoice. This includes the invoice number, invoice date, due date, and any other relevant information such as terms and conditions.

Step 5: Add line items to the invoice

Next, add line items to the invoice by clicking on the "Add Line Item" button. Enter the description, quantity, rate, and any applicable taxes or discounts for each line item. You can add as many line items as needed.

Step 6: Preview and customize the invoice

Before sending the email invoice, preview and customize it to ensure it meets your requirements. QuickBooks Desktop provides various customization options, such as adding a logo, changing the font, and including personalized messages.

Step 7: Review and send the email invoice

Once you are satisfied with the invoice, review it one last time to ensure accuracy. Then, click on the "Save & Send" button to send the email invoice to the selected customer. QuickBooks Desktop will automatically send the invoice to the customer's email address.

By following these simple steps, you can easily create and send email invoices in QuickBooks Desktop. This efficient method saves time and provides a professional touch to your invoicing process.

Click on the "Create Invoices" option

Creating email invoices in QuickBooks Desktop is a quick and efficient way to send invoices to your customers. By following a few simple steps, you can save time and streamline your invoicing process. To get started, follow the steps below:

Step 1: Open QuickBooks Desktop

If you haven't already, open QuickBooks Desktop on your computer. Make sure you have the necessary permissions to access the invoicing feature.

Step 2: Select the "Customers" menu

In the top menu bar, click on the "Customers" option. A drop-down menu will appear with various customer-related options.

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Step 3: Click on "Create Invoices"

From the drop-down menu, select the "Create Invoices" option. This will open a new window where you can start creating your invoice.

Step 4: Fill in the invoice details

In the "Create Invoices" window, you will see fields where you can enter the necessary information for your invoice. Fill in the customer's name, invoice date, due date, and any other relevant details.

Step 5: Add line items to the invoice

Below the invoice details, you will find a table where you can add line items. Enter the product or service description, quantity, rate, and any other relevant information for each line item.

Step 6: Preview and customize the invoice

Before sending the invoice, you can preview it by clicking on the "Print Preview" button. This will allow you to check for any errors or make any necessary changes. You can also customize the invoice by adding your company logo or changing the invoice template.

Step 7: Click on the "Email" button

Once you are satisfied with the invoice, click on the "Email" button located at the top of the window. This will open a new window where you can enter the recipient's email address and customize the email message.

Step 8: Review and send the email invoice

Review the email invoice to ensure all the details are correct. You can also add a personalized message to the recipient if desired. Once you are ready, click on the "Send" button to send the email invoice to your customer.

That's it! You have successfully created and sent an email invoice in QuickBooks Desktop. This streamlined process can save you time and ensure your customers receive their invoices promptly.

Fill in the required invoice details such as customer information, products/services, and payment terms

To create an email invoice in QuickBooks Desktop, you need to begin by filling in the required invoice details. This includes providing the necessary customer information, such as the customer's name, billing address, and contact details.

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Next, you will need to specify the products or services that you are invoicing for. QuickBooks Desktop allows you to add multiple line items to your invoice, ensuring that you can accurately document all the items or services provided to the customer.

Once you have added the necessary items, you can move on to setting the payment terms for the invoice. This includes specifying the due date for payment, any late fees or discounts applicable, and the preferred payment method.

It is important to ensure that all the required invoice details are filled in accurately, as this information will be crucial for both you and your customer's records.

Review and customize the invoice template

After filling in the necessary invoice details, it is essential to review and customize the invoice template to align with your brand and business requirements.

QuickBooks Desktop offers a range of pre-designed invoice templates that you can choose from. These templates provide a professional and consistent look to your invoices. You can select a template that best represents your company's branding and style.

In addition to selecting a template, you can further customize it by adding your company logo, adjusting the color scheme, and including any additional information or messages you deem necessary.

Customizing the invoice template ensures that your invoices reflect your business's identity and helps in establishing a professional image when communicating with your customers.

Preview and send the email invoice to your customer

Once you have filled in the invoice details and customized the template, you are ready to preview and send the email invoice to your customer.

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QuickBooks Desktop provides a preview option that allows you to review the final look of the invoice before sending it. This enables you to ensure that all the information is accurate and presented in a professional manner.

When you are satisfied with the preview, you can proceed to send the email invoice directly to your customer. QuickBooks Desktop allows you to email the invoice directly from the software, saving you time and effort.

Ensure that you have entered the correct email address for your customer to ensure timely delivery of the invoice. You can also include a personalized message or any additional attachments, if necessary.

Sending email invoices in QuickBooks Desktop streamlines the invoicing process, making it more convenient for both you and your customers. It helps in reducing manual efforts and ensures that your invoices are delivered promptly.

Review the invoice for accuracy and make any necessary edits

Once you have created an email invoice in QuickBooks Desktop, it is important to review the invoice for accuracy before sending it to your customer. This step ensures that the invoice contains the correct information and reflects the products or services provided.

To review the invoice, follow these steps:

  1. Open the invoice: Navigate to the Invoices section in QuickBooks Desktop and locate the invoice you want to review. Double-click on the invoice to open it.
  2. Check the customer details: Verify that the customer's name, address, and contact information are correct. If any changes are needed, you can edit them directly in the invoice.
  3. Review the invoice items: Carefully examine each line item in the invoice to ensure that the products or services, quantities, and prices are accurate. If any adjustments are necessary, you can make changes within the line item details.
  4. Confirm the invoice total: Double-check that the total amount due is calculated correctly. Take into account any taxes, discounts, or additional charges that should be included in the total.
  5. Validate payment terms: Verify that the payment terms specified on the invoice match your agreement with the customer. If necessary, adjust the payment terms to align with your terms and conditions.

After you have reviewed the invoice and made any necessary edits, you can proceed with sending it to your customer via email. Taking the time to ensure accuracy will help maintain a professional image and avoid any potential issues with payment.

Click on the "Email" button to send the invoice via email

To send an invoice via email in QuickBooks Desktop, follow these simple steps:

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Step 1: Open the Invoice

First, open the invoice you want to send by clicking on the "Invoices" tab in the main menu and selecting the desired invoice.

Step 2: Click on the "Email" Button

Once you have the invoice open, locate the "Email" button at the top of the screen and click on it. This will open the email window.

Step 3: Review and Edit Email Details

In the email window, you will see the recipient's email address already filled in. You can review and edit this information if necessary. Additionally, you can modify the subject line and add a personalized message to the email.

Step 4: Attach Files (Optional)

If you need to attach any additional files, such as supporting documents or terms and conditions, you can do so by clicking on the "Attach File" button and selecting the files from your computer.

Step 5: Preview and Send

Before sending the email, it's a good idea to preview how it will look to the recipient. You can do this by clicking on the "Preview" button. Once you are satisfied with the email, click on the "Send" button to send the invoice.

Note: Make sure you have set up your email preferences in QuickBooks Desktop before attempting to send invoices via email. This ensures that the emails are sent from the correct email address and with the desired settings.

That's it! You have successfully sent an invoice via email in QuickBooks Desktop. This convenient feature allows you to streamline your invoicing process and deliver invoices promptly to your clients.

Enter the recipient's email address and add a personalized message if desired

One of the key features of QuickBooks Desktop is the ability to create and send professional-looking email invoices to your clients. This not only saves time but also ensures that your invoices are delivered promptly and efficiently. In this step-by-step guide, we will walk you through the process of creating email invoices in QuickBooks Desktop.

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To get started, open your QuickBooks Desktop software and navigate to the "Customers" menu. From the drop-down menu, select "Create Invoices." This will open a new invoice window where you can enter the details of your invoice.

Once you have entered the necessary information, such as the customer's name, billing address, and the products or services provided, you can proceed to enter the recipient's email address. Look for the "Email" field and enter the email address of the client to whom you want to send the invoice.

Note: If you have not already added the client's email address to their customer profile in QuickBooks, you can do so by selecting the "Add/Edit Multiple List Entries" option in the "Customers" menu. This will allow you to update multiple customer profiles at once.

Additionally, if you wish to add a personalized message to the email, you can do so by clicking on the "Customize" button in the invoice window. This will open a customization window where you can add a personalized message that will be included in the email along with the invoice.

Once you have entered the recipient's email address and added a personalized message if desired, you are ready to send the email invoice. Simply click on the "Email" button at the bottom of the invoice window, and QuickBooks will send the invoice as an email attachment to the specified recipient.

Tip: You can also preview the email before sending it by clicking on the "Preview" button. This will allow you to review the invoice and the accompanying message to ensure everything looks correct.

By following these simple steps, you can create and send email invoices in QuickBooks Desktop with ease. This not only streamlines your invoicing process but also enhances your professional image by delivering polished invoices directly to your clients' inboxes.

Review the email preview and make any necessary adjustments

Once you have completed creating your invoice in QuickBooks Desktop, it’s important to review the email preview before sending it out to your customers. This step ensures that your invoice looks professional and contains all the necessary information.

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To review the email preview, follow these steps:

  1. Click on the "Email" button located at the top of the invoice screen.
  2. A pop-up window will appear, displaying the email preview of your invoice.
  3. Take a moment to carefully examine the email preview. Pay attention to the formatting, font style, and layout of the invoice.
  4. If you notice any errors or need to make adjustments, you can do so before sending the email.
  5. To make changes to the email template, click on the "Customize" button located below the email preview.
  6. QuickBooks Desktop provides various customization options, allowing you to modify the email subject, body, and other settings.
  7. Make the necessary adjustments according to your preferences or corporate branding guidelines.
  8. Once you are satisfied with the changes, click "OK" to save the modifications.

Note: It’s recommended to include a polite and professional message in the email body, such as a thank you note or any other important information your customers may need to know.

By carefully reviewing the email preview and making any necessary adjustments, you can ensure that your email invoices are visually appealing, accurate, and effectively communicate with your customers.

Click on the "Send" button to send the email invoice to the customer

Sending email invoices to your customers can be a convenient and efficient way to manage your business transactions. With QuickBooks Desktop, you can easily create and send email invoices in just a few simple steps. Follow this step-by-step guide to learn how:

  1. Open QuickBooks Desktop and navigate to the "Customers" menu.
  2. Select "Create Invoices" from the drop-down menu.
  3. In the "Create Invoices" window, enter the necessary information for the invoice, including the customer's name, invoice date, and payment terms. You can also add any additional items or services provided.
  4. Once you have entered all the required information, click on the "Email" button located at the top of the window.
  5. A new window will appear, allowing you to customize the email message for the invoice. You can edit the subject line, add a personalized message, and attach any necessary files or documents.
  6. Review the email message and ensure that all the details are accurate. You can also preview the email by clicking on the "Preview" button.
  7. After reviewing the email, click on the "Send" button to send the email invoice to the customer.
  8. QuickBooks Desktop will automatically send the email using the default email address associated with your QuickBooks account. The customer will receive the email with the attached invoice, allowing them to view and make payment.

By following these simple steps, you can easily create and send email invoices to your customers using QuickBooks Desktop. This feature not only saves you time and effort but also provides a professional and convenient way to manage your business transactions.

Save a copy of the email invoice in QuickBooks for future reference

One of the advantages of using QuickBooks Desktop for your invoicing needs is the ability to save a copy of your email invoices directly in the software. This can come in handy when you need to refer back to an invoice or keep a record of your transactions.

To save a copy of an email invoice in QuickBooks Desktop, follow these simple steps:

  1. Create the email invoice: Start by creating the invoice as you normally would in QuickBooks Desktop. Fill in all the necessary details such as customer information, items sold, quantities, and prices.
  2. Preview the email: Before sending the invoice, it's a good idea to preview the email to ensure everything looks correct. Click on the "Preview" button to view how the email will appear to the recipient.
  3. Save a copy of the email: Once you are satisfied with the preview, click on the "Save" button located at the top of the preview window. This will save a copy of the email invoice directly in QuickBooks Desktop.
  4. Choose a location: A pop-up window will appear, allowing you to choose the location where you want to save the email invoice. You can either save it in the default location or browse to a specific folder on your computer.
  5. Enter a filename: Give the email invoice a descriptive filename so that you can easily identify it later. It's a good practice to include the customer's name, invoice number, and date in the filename.
  6. Click Save: Once you have selected a location and entered a filename, click the "Save" button to save the email invoice. QuickBooks Desktop will confirm that the email has been saved successfully.

By following these steps, you can ensure that a copy of your email invoice is saved within QuickBooks Desktop for future reference. This feature can be particularly useful when you need to retrieve past invoices, track payments, or reconcile your accounts.

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Track the status of the email invoice in QuickBooks to ensure it has been sent and received by the customer

Tracking the status of your email invoices in QuickBooks Desktop is essential to ensure that they have been successfully sent and received by your customers. This feature allows you to stay organized and keep a record of all your communication with clients.

Follow these simple steps to track the status of your email invoices:

  1. Step 1: Launch QuickBooks Desktop and go to the "Customers" menu.
  2. Step 2: Select "Create Invoices" from the drop-down menu.
  3. Step 3: Fill in the necessary details for the invoice, such as the customer's name, date, and items/services being invoiced.
  4. Step 4: Once you have completed the invoice, click on the "Email" button at the top of the window.
  5. Step 5: A new window will appear, allowing you to review the email before sending it. Ensure that the recipient's email address is correct and make any necessary adjustments.
  6. Step 6: Click on the "Send" button to dispatch the invoice via email.

After sending the email invoice, QuickBooks Desktop will automatically track its status and display it in the invoice list. Here are the different status indicators you may encounter:

  • Sent: This status indicates that the email invoice has been successfully sent to the customer.
  • Viewed: When the recipient opens the email and views the invoice, its status will change to "Viewed." This provides confirmation that the customer has received and accessed the invoice.
  • Paid: Once the customer submits payment for the invoice, QuickBooks will update the status to "Paid." This allows you to easily keep track of your outstanding payments.

If you want to check the status of a specific invoice, simply locate it in the invoice list and look at the status column. This will give you a quick overview of where each invoice stands in the payment process.

By tracking the status of your email invoices in QuickBooks Desktop, you can ensure efficient communication with your customers and stay on top of your billing process. This feature saves you time and effort by providing real-time updates on invoice delivery and payment status.

Follow up with the customer if necessary to confirm receipt and payment of the invoice

After sending out the email invoice, it's important to follow up with the customer to ensure that they have received it and that the payment has been made. This step is crucial in maintaining good communication with your customers and avoiding any potential misunderstandings or delays in payment.

Here are some steps you can follow to effectively follow up with your customers:

  1. Send a courtesy email: A few days after sending the invoice, send a brief email to the customer to check if they have received it. You can politely ask if they have any questions or if they need any further assistance regarding the invoice.
  2. Make a phone call: If you don't receive a response to your courtesy email, it's a good idea to follow up with a phone call. This allows for direct communication and gives you the opportunity to address any concerns or questions the customer may have.
  3. Offer alternative payment methods: If the customer mentions any difficulties with the payment process, be prepared to offer alternative payment methods. This could include providing bank transfer details or accepting payment through other platforms.
  4. Confirm receipt and payment: Once the customer confirms receipt of the invoice and makes the payment, make sure to acknowledge and thank them for their prompt response. This helps in maintaining a positive relationship with your customers and encourages timely payment in the future.

By following these steps, you can ensure that your email invoices are not only sent out promptly but also that you have a system in place to effectively follow up with your customers. This helps in streamlining the payment process and minimizing any potential delays or confusion.

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Frequently Asked Questions

1. Can I create and send email invoices in QuickBooks Desktop?

Yes, QuickBooks Desktop allows you to create and send email invoices to your customers.

2. How do I set up email invoicing in QuickBooks Desktop?

To set up email invoicing, go to the Edit menu, select Preferences, choose Send Forms, and then click on the Company Preferences tab. From there, you can customize your email settings.

3. Can I customize the email templates for my invoices?

Yes, you can customize the email templates for your invoices in QuickBooks Desktop. You can add your company logo, personalize the message, and include any additional information you want.

4. Can I track the status of the email invoices I send?

Yes, QuickBooks Desktop allows you to track the status of the email invoices you send. You can easily see if an invoice has been sent, viewed, or paid by your customers.

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