How do I email invoices from QuickBooks Online

If you are a small business owner or a freelancer, you are probably familiar with the task of sending invoices to your clients. Traditionally, this has involved printing out the invoices, stuffing them in envelopes, and mailing them to your clients. However, with the advent of technology, there is now a more efficient and convenient way to send invoices - through email. We will be discussing how to email invoices from QuickBooks Online, a popular accounting software used by many businesses.

In this step-by-step guide, we will walk you through the process of setting up your email preferences in QuickBooks Online, customizing your invoice template, and actually sending the invoices via email. We will also cover important considerations such as attaching documents, tracking email delivery, and troubleshooting common issues. By the end of this article, you will have all the knowledge you need to streamline your invoicing process and save time and effort by emailing invoices directly from QuickBooks Online.

Content
  1. Set up your email preferences in QuickBooks Online
    1. Step 1: Navigate to the Settings menu
    2. Step 2: Access the Account and Settings option
    3. Step 3: Choose the Sales tab
    4. Step 4: Configure your email settings
    5. Step 5: Set up your email template
    6. Step 6: Choose your default email account
    7. Step 7: Save your changes
  2. Create and customize your invoice template
    1. Step 1: Access the Custom Form Styles
    2. Step 2: Choose a Template
    3. Step 3: Customize the Template
  3. Generate an invoice in QuickBooks Online
  4. Review and make any necessary edits to the invoice
  5. Click on the "Email" button to send the invoice via email
  6. Enter the recipient's email address in the designated field
    1. Step 1: Open the Invoice
    2. Step 2: Click on the "Email" button
    3. Step 3: Enter the recipient's email address
    4. Step 4: Add a subject (optional)
    5. Step 5: Customize the message (optional)
    6. Step 6: Review and send
  7. Add a personalized message to the email, if desired
    1. Step 1: Open the invoice
    2. Step 2: Click on the "Email" button
    3. Step 3: Compose your message
    4. Step 4: Preview and send the email
  8. Attach any additional documents or files, such as receipts or contracts
  9. Double-check the email preview to ensure accuracy
  10. Click "Send" to email the invoice to the recipient
  11. Frequently Asked Questions

Set up your email preferences in QuickBooks Online

One of the great features of QuickBooks Online is the ability to email invoices directly to your customers. This not only saves you time and effort but also ensures that your invoices are delivered promptly. In order to start emailing invoices, you need to set up your email preferences in QuickBooks Online. Here's a step-by-step guide to help you through the process:

Step 1: Navigate to the Settings menu

First, log in to your QuickBooks Online account and navigate to the settings menu. You can find it by clicking on the gear icon located in the top right corner of the screen.

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Step 2: Access the Account and Settings option

Once you are in the settings menu, you will see several options. Look for the "Account and Settings" option and click on it to proceed.

Step 3: Choose the Sales tab

In the left sidebar of the Account and Settings page, you will find a list of tabs. Click on the "Sales" tab to access the sales settings.

Step 4: Configure your email settings

Scroll down the page until you find the "Messages" section. Here, you will see an option to customize your email settings. Click on the "Edit" button to start configuring your preferences.

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Step 5: Set up your email template

Within the email settings, you have the option to customize your email template. This includes adding your company logo, adjusting the layout, and personalizing the message. Take some time to design an email template that reflects your brand and provides all the necessary information.

Step 6: Choose your default email account

Under the email settings, you will also find the option to choose your default email account. QuickBooks Online allows you to send emails through your personal email account or through the QuickBooks email service. Select the appropriate option based on your preference.

Step 7: Save your changes

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Once you have customized your email preferences, don't forget to click on the "Save" button to apply the changes. This ensures that your email settings are updated and ready to use.

By following these simple steps, you can easily set up your email preferences in QuickBooks Online. Once configured, you can start sending professional-looking invoices directly to your customers' email addresses with just a few clicks. This not only saves time but also helps you maintain a streamlined invoicing process.

Note:

It is important to regularly review and update your email preferences in QuickBooks Online to ensure that your invoices are being delivered effectively and according to your branding guidelines.

Create and customize your invoice template

When it comes to sending invoices from QuickBooks Online, the first step is to create and customize your invoice template. This template will serve as the basis for all your future invoices, ensuring consistency and professionalism in your communication with clients.

To create your invoice template, follow these steps:

Step 1: Access the Custom Form Styles

  1. Log in to your QuickBooks Online account.
  2. Click on the "Gear" icon located in the top right corner of the screen.
  3. Under the "Your Company" column, select "Custom Form Styles."

Step 2: Choose a Template

  1. Click on the "New Style" button located in the top right corner of the screen.
  2. Choose the type of template you want to create. QuickBooks Online offers various options such as "Invoice," "Sales Receipt," and "Estimate." Select "Invoice" for this guide.

Step 3: Customize the Template

  1. Give your template a name that is easy to remember.
  2. Customize the appearance of your template by selecting a color scheme, font style, and logo.
  3. Adjust the layout of your template by adding or removing fields, rearranging sections, and modifying the font size.
  4. Preview your changes to ensure the template looks exactly how you want it.
  5. Click on the "Done" button to save your template.

By following these steps, you will have successfully created and customized your invoice template in QuickBooks Online. Now, you're ready to start emailing your invoices to clients with just a few clicks!

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Generate an invoice in QuickBooks Online

Once you have logged in to your QuickBooks Online account, follow these steps to generate an invoice:

  1. Click on the "Invoicing" tab in the left-hand menu.
  2. Click on the "+ New Invoice" button located on the top right corner of the screen.
  3. Fill in the necessary details such as customer name, billing address, invoice date, and due date.
  4. Add the products or services you are invoicing for by clicking on the "Product/Service" field and selecting the appropriate items from the drop-down menu.
  5. Enter the quantity, rate, and any applicable discounts for each item.
  6. If needed, you can add additional lines by clicking on the "+ Add lines" button.
  7. Include any additional notes or messages for your customer in the "Message on invoice" section.
  8. Review the invoice to ensure all the information is accurate.
  9. Click on the "Save and send" button to proceed to the next step.

Note: QuickBooks Online allows you to customize the appearance of your invoices by adding your company logo, changing colors, and selecting a template that best suits your brand image. You can access these customization options under "Settings" > "Custom Form Styles".

Review and make any necessary edits to the invoice

Once you have created an invoice in QuickBooks Online, it's important to review it thoroughly before sending it to your customer. This step ensures that all the necessary information is accurate and that there are no mistakes or missing details.

To review the invoice, go to the "Sales" tab in QuickBooks Online and click on "Invoices". Locate the invoice you want to review and click on it to open it.

Take the time to carefully review each section of the invoice. Verify that the customer's contact information is correct, including their name, address, and email address. Double-check the invoice date, due date, and terms to ensure they align with your agreement with the customer.

Next, review the line items on the invoice. Make sure that each item is accurately described, and the quantities and prices are correct. If necessary, make any edits or adjustments to the line items. QuickBooks Online allows you to easily add or remove line items, as well as modify their descriptions and prices.

If you need to add additional information or comments to the invoice, you can do so in the "Notes" section. This can be useful for providing any specific instructions or clarifications to the customer.

Tip: It's a good practice to include your contact information, such as phone number and email address, in the invoice. This makes it easier for your customer to reach out to you if they have any questions or concerns.

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Once you have reviewed and made any necessary edits to the invoice, you are ready to proceed to the next step: sending it to your customer.

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

To email an invoice from QuickBooks Online, follow these simple steps:

Step 1: Open the Invoice

First, you need to locate and open the invoice you want to email. To do this, navigate to the "Sales" tab and click on "Invoices". Find the desired invoice from the list and click on it to open it in the invoice details screen.

Step 2: Click on the "Email" Button

Once the invoice details screen is open, locate the "Email" button. It is usually located at the top right corner of the screen. Click on the "Email" button to initiate the email sending process.

Step 3: Verify Email Details

A new window will appear, displaying the email details. Ensure that the email address of the recipient is correct. QuickBooks Online automatically populates the email address based on the customer's information, but you can make any necessary changes at this stage.

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Step 4: Edit Email Subject and Message (Optional)

If you need to make any changes to the email subject or message, you can do so in this step. QuickBooks Online provides default subject and message templates, but you can modify them to suit your needs. You can also add attachments, such as additional documents or files, if needed.

Step 5: Preview and Send

Before sending the email, it's a good practice to preview it to ensure everything looks correct. Review the email subject, message, and attachments, if any. If everything is in order, click on the "Send" button to send the invoice via email.

Note: QuickBooks Online also gives you the option to save the email as a draft, in case you want to review or edit it later. You can access your saved drafts under the "Sales" tab, in the "Emails" section.

That's it! You have successfully emailed an invoice from QuickBooks Online. Repeat these steps for any additional invoices you need to send via email.

Enter the recipient's email address in the designated field

To email invoices from QuickBooks Online, you will need to enter the recipient's email address in the designated field. Follow the step-by-step guide below:

Step 1: Open the Invoice

First, open the invoice that you want to email to your customer in QuickBooks Online.

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Step 2: Click on the "Email" button

Once you have opened the invoice, locate the "Email" button at the top of the screen and click on it.

Step 3: Enter the recipient's email address

A popup window will appear, providing you with a field to enter the recipient's email address. Type in the email address of the customer to whom you want to send the invoice.

Step 4: Add a subject (optional)

If desired, you can also add a subject to the email. This can be helpful for your customers to quickly identify the purpose of the email.

Step 5: Customize the message (optional)

QuickBooks Online allows you to customize the message that will be included in the email. You can add a personalized note or any additional information you want to provide to your customer.

Step 6: Review and send

Before sending the email, make sure to review the invoice, recipient's email address, subject, and message. Double-check for any errors or omissions.

Once you are satisfied with the content, click on the "Send" button to email the invoice to your customer.

That's it! You have successfully emailed an invoice from QuickBooks Online. This convenient feature saves you time and ensures that your customers receive their invoices promptly. Happy invoicing!

Add a personalized message to the email, if desired

When sending invoices from QuickBooks Online, you have the option to add a personalized message to the email. This can be a great way to provide additional information or instructions to your customers.

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To add a personalized message, follow these steps:

Step 1: Open the invoice

First, open the invoice you wish to email to your customer. You can do this by navigating to the Sales tab and selecting the Invoices section.

Once you have located the invoice you want to send, click on it to open it.

Step 2: Click on the "Email" button

Next, locate and click on the "Email" button, which can be found at the top-right corner of the invoice.

This will open the email form, where you can compose your personalized message.

Step 3: Compose your message

In the email form, you will see a section where you can enter the subject of the email. Below that, you'll find a text box where you can compose your message.

Take this opportunity to provide any relevant information or instructions to your customer. It could be a simple thank you note, a reminder about payment terms, or any other important details you want to convey.

Step 4: Preview and send the email

Once you have composed your message, you can preview how it will appear in the email by clicking on the "Preview" button.

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If you are satisfied with the preview, click on the "Send" button to email the invoice with your personalized message to your customer.

Adding a personalized message to your invoice emails can help establish a stronger connection with your customers and provide them with important information. Take advantage of this feature to enhance your communication and streamline your invoicing process.

Attach any additional documents or files, such as receipts or contracts

When sending invoices from QuickBooks Online, you have the option to include any additional documents or files that may be necessary for your clients. This can include receipts, contracts, or any other supporting documents that are relevant to the invoice.

To attach these files, follow these simple steps:

  1. Step 1: Open the invoice you want to send.
  2. Step 2: Scroll down to the bottom of the invoice page.
  3. Step 3: Click on the "Attach File" button.
  4. Step 4: A file explorer window will open on your computer. Navigate to the location of the file you want to attach.
  5. Step 5: Select the file and click on the "Open" button.
  6. Step 6: The file will now be attached to the invoice.

You can attach multiple files if needed. Simply repeat steps 3 to 6 for each file you want to attach.

It's important to note that the maximum file size for attachments in QuickBooks Online is 25MB. If your file exceeds this limit, you may need to compress it or find an alternative method to share it with your client.

Once you have attached all the necessary files, you can proceed with sending the invoice to your client. They will receive the invoice along with the attached files, making it easier for them to review and process the payment.

By including all relevant documents and files in your invoice emails, you can provide a comprehensive and professional experience for your clients, ensuring that they have all the necessary information at their fingertips.

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Double-check the email preview to ensure accuracy

When sending invoices from QuickBooks Online, it is crucial to review the email preview before hitting the send button. This step will help you ensure that your invoices are accurate and professional-looking.

Here are some key things to check in the email preview:

  1. Recipient's Email Address: Verify that the email address of the recipient is correct. Sending an invoice to the wrong email address can cause confusion and delays in payment.
  2. Subject Line: Make sure the subject line clearly indicates the purpose of the email, such as "Invoice for Services Rendered - [Your Company Name]."
  3. Invoice Details: Carefully review the content of the invoice. Ensure that all the necessary details, such as the customer's name, invoice number, due date, and itemized charges, are included and accurate.
  4. Attachments: If you have attached any supporting documents, such as receipts or purchase orders, confirm that they are attached and can be easily accessed by the recipient.
  5. Email Body: Take a moment to read through the email body. Check for any typos, grammatical errors, or formatting issues. Ensure that the email conveys a professional tone and includes any additional information or instructions you need to provide.

By thoroughly reviewing the email preview, you can avoid potential mistakes and present a polished and professional image to your customers. Taking this extra step will not only help you maintain a good business relationship but also increase the likelihood of prompt payment.

Click "Send" to email the invoice to the recipient

Once you have completed creating the invoice in QuickBooks Online, it's time to send it to the recipient. Sending invoices through email is not only convenient but also saves time and paper. Follow these simple steps to email your invoices directly from QuickBooks Online:

  1. Open the invoice you want to email by clicking on it in the "Invoices" section of QuickBooks Online.
  2. Review the invoice to ensure all the details are accurate and complete.
  3. Click on the "Send" button located at the top-right corner of the invoice page.
  4. A pop-up window will appear, allowing you to specify the email recipient and customize the email message.
  5. Enter the recipient's email address in the designated field. Make sure to double-check the email address for accuracy.
  6. Optionally, you can add a subject line and additional text to the email message to provide any necessary context or instructions.
  7. If you want to attach any files or documents along with the invoice, click on the "Attach Files" button and select the files from your computer.
  8. Review the email message and attachments to ensure everything is as desired.
  9. Click on the "Send" button to send the email with the invoice attached.

By following these steps, you can effortlessly send invoices to your clients or customers directly from QuickBooks Online. This not only streamlines your invoicing process but also enhances your professionalism and efficiency.

Remember, emailing invoices from QuickBooks Online is just one of the many features that make this accounting software a powerful tool for small businesses. Take advantage of its capabilities to simplify your financial management tasks and improve your business operations.

Frequently Asked Questions

1. Can I email invoices directly from QuickBooks Online?

Yes, you can email invoices directly from QuickBooks Online. It's a simple and efficient way to send invoices to your customers.

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

To set up email invoicing in QuickBooks Online, go to the Sales tab, select Invoices, then click on the Edit button for the invoice you want to email. Scroll down to the Delivery section and choose "Email" as the delivery method. Enter the recipient's email address and click Save.

3. Are there any customization options for email invoices in QuickBooks Online?

Yes, you can customize the email template for your invoices in QuickBooks Online. You can add your logo, change the font and color scheme, and include a personalized message to your customers.

4. Can I track when a customer opens and views the emailed invoice?

Yes, QuickBooks Online allows you to track when a customer opens and views the emailed invoice. You will receive a notification when the invoice is viewed, giving you insight into customer engagement.

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