QuickBooks

QuickBooks 2014 Email Improvements

Written by Charlie Russell

This has been an area where I’ve felt that Intuit hasn’t kept up with the times. Support and integration with email is just not very good. This year there are a number of changes in this area. Is it enough?

  • The entire send email feature has been overhauled so that you have more control over the message that you send out from QuickBooks if you use Web Mail.
  • You now have the ability to send a customer payment receipt via email.
  • The Customer, Vendor and Employee Centers now have a tab for Sent Email, where you can see a history (of sorts) of the emails that you have sent to a client from within QuickBooks.

Overall, there are a lot of good enhancements here, although I do think (as usual) that they can take this further.

This is not a full integration with an email service like some people would like to see – but that kind of integration is something that has gotten Intuit into trouble before. These features are all internal to the QB program, not relying on outside products.

QuickBooks 2014 Email Overhaul

Intuit is putting a lot of effort into improving the way that QuickBooks users can communicate with customers. One of the frustrations in the past has been the relatively simplistic controls we have over the email messages that we send from transactions inside the product. If you are using Outlook you at least had the ability to alter the email before it is sent, but that is tedious. QuickBooks 2014 expands the capabilities, although this is primarily focused on “web mail”.

Remember that you have three email options in QuickBooks:

  • Web mail (using a web based service like Gmail).
  • Microsoft Outlook (if you have it installed).
  • QuickBooks E-mail (through Intuit servers, it is available if you have purchased certain Intuit services).

This overhaul only applies to people who use the Web mail option.

Comparing to QuickBooks 2013

First, let’s take a look at what we have in QuickBooks 2013.

The default text for my messages are in the send forms preference setting:

QuickBooks 2013 email preference

If I choose to send my invoice by email using web mail, I get this window – I can edit the text from here for this one transmittal:

QuickBooks 2013 Email

What’s Improved in QuickBooks 2014

Let’s start with the Send Forms Preferences.

QuickBooks 2014 Send Forms Preferences

This is considerably different. Instead of one “template” for each transaction type, you can create a list of email templates for each transaction type.

QuickBooks 2014 email template editor

This is a BIG IMPROVEMENT. You can define multiple templates for each transaction type, and you have a list of special codes that you can use to insert values from the transaction or from your company information. Here’s the list of codes that are available now:

Data Field Codes for email message

The ability to insert the transaction number in the email subject actually is something that we’ve had for a couple of years already. I am not aware of other codes that can be used here. Note that the format is different than what you use in the body of the message, using < > to specify the code.

Let’s take a look at how this works when emailing an invoice. I’ll click on the email button – note that you have an option to include any attached files that you may have attached to this invoice using the QuickBooks Attached Documents feature. BIG improvement (although I have to say that I don’t like the QuickBooks Attached Document feature due to its lack of security).

QuickBooks 2014 email options

I’ll click the option to email invoice and attached files:

QuickBooks 2014 Email Message with attachments

Note that there is a limit to the total size of the attachments, 2 MB when using web mail. Anything bigger than that you shouldn’t send as an attachment anyways. You should never send confidential material by using email attachments. For Outlook users, the restriction is a total of 25 MB.

Intuit has packed a lot of nice improvements into this feature, and I hope that they continue to expand it. A lot of people have been asking for the ability to include the attached documents, and having multiple templates for email makes life a lot simpler.

Some expansions I would like to see down the line:

  • Additional formatting capabilities for the message.
  • The ability to control the name of the attached PDF invoice.
  • More field codes – such as open customer balance.
  • The ability to insert live web links (and possibly set your company website as a live link) – although you need to have control over that as in some cases you might not want links in the email, as that can tag your message as SPAM.
  • The ability to specify the email template to use, in the customer record.
  • Heck, if I’m going to ask for things, why not ask for a customer messaging system like they added to QuickBooks Online?

One big disappointment is that this pretty much only applies to web mail. I can’t test the QuickBooks Email service, but if I select Outlook then I cannot select the template to use. The message is not created with the “default” template that I specify. The only improvement for Outlook users is that you the additional attachments will be included if you select that option in the email button.

And there are a few bugs in the email system that have been around for awhile that haven’t been fixed. One example – if I have an invoice marked to “send later”, and it is for a “job” under a customer, then the Send Forms window (under the File menu) only lists the job name in the “Send To” column. You can’t tell who you are sending the form to if you use a job name like “Remodel” or “New Carpet” under a customer…

Email Customer Payment Receipt

This is a useful addition. The Receive Payments window now has an option to send via email, rather than just printing.

Email Customer Payment Receipt

Do you see that there is no email later check box on the form? It would be nice if there was one, so I could control this. In fact, this is a bug in the version I’m testing – if you have a customer whose preferred delivery method is set to email, and you have checked the send forms preference Auto-check the “email later” checkbox if customer’s preferred delivery method is e-mailfound in the my preferences tab, then this payment receipt is added to the batch email list. The only way to control this is to turn off that preference or change the setting in the customer record. This most likely will be fixed in an early update.

Email History in Centers

You can send an invoice to a customer from QuickBooks, and that process works pretty smoothly. The problem, though, is remembering IF you sent it, and WHEN you sent it. If you use Outlook for your email you can go there and search. If you use web mail or the QuickBooks email service it is harder – we often see recommendations that you always do a “BCC” to yourself so you get a copy.

If you go to an individual invoice you can select the Transaction History and see a window that tells you some information. It isn’t much, and you have to go into each individual invoice to locate this information.

QuickBooks 2014 email history

QuickBooks 2014 tries to improve this by adding an email tab in the Centers (Customer, Vendor and Employee). This will keep a list of the email messages that you have sent from QuickBooks from the various transaction windows.

Looking at the Customer Center as an example, you can see that there is a record of invoices, estimates, sales orders, sales receipts, payment receipts and credit memos. Statements don’t show here, since they aren’t generated in a transaction window.

QuickBooks 2014 email tab in customer center

This is better than what we had before – you can see all of the email message records from this one list, for this customer, rather than having to look at the history of each individual transaction. You can sort the list by any column heading, you can double click on any line to open the transaction for a closer look.

Let me point out a few details, though:

  • This isn’t a copy of the email record itself. You can’t see the actual message, just a record that it was sent. No integration with your email system.
  • You cannot tell if there were additional attachments sent.
  • At this time the date field is the date sent, not the date of the transaction itself. I would like to have a column for the transaction date also (and the ability to customize this display).
  • There is only a date filter in this view, so if you have a customer who has a long history, you can’t filter it to a particular type of record.
  • The date is not always accurate. This is a bug, I assume it will be fixed in the near future. All of the transactions I show in the screen shot above were entered on 8/29/2013 – most of the transactions themselves had different dates. Why did the last two show with a date of 8/30/2013? That has no connection to the transaction date or date sent.
  • It would be nice if this could be printed as a report also.

This is a nice step forward, I hope that Intuit will continue to refine the feature.


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About the author

Charlie Russell

Charlie Russell has been involved with the small business software industry since the mid 70's, and remembers releasing his first commercial accounting software product when you had an 8-bit microcomputer with one 8 inch floppy disk drive. He has a special interest in inventory and manufacturing software for small businesses. Charlie is a Certified Advanced QuickBooks ProAdvisor with additional certifications for QuickBooks Online and QuickBooks Enterprise, as well as being a Xero Certified Partner. Charlie started blogging about QuickBooks in 2008 (Practical QuickBooks) and has been the managing editor and primary writer for the Sleeter Report since 2011. Charlie can be reached at charlie@ccrsoftware.com

Visit his CCRSoftware web site for information about his QuickBooks add-on products. He is also the author of the California Wildflower Hikes blog.

99 Comments

    • Lyn, he is getting free coffee at the Intuit VIP Summit, so he can have as many cups as he wants…

      And after meeting him face-to-face for the first time, I think he needs to update his picture…

  • I’d like to see an option where you can choose which email adr in your QB contacts for that customer that you want to use. I have customers with 10 different emails and I have to go to the contacts, copy the adr then click email and paste the adr. It would be nice if a pop up of each email for that customer to choose from. If I’m missing a way to do this maybe you can let me know.

  • Thanks Charlie for the preview and analysis.

    Do you know if the Transaction-Total or a special amount merge field will work in the subject line? I’d Like to have the subject line of my emailed invoices look like this “Inv# 1234 $100.00 Due: 09/30/13 from MyCompany”.

    When I use the webmail option in QB and gmail as my provider, (smtp.gmail.com and port 587, with SSL checked) the QB email w/ a copy of the invoice is in my sent mail when I login to the webmail. I know different email providers handle this differently, but I thought I’d point out that Google Mail in Google Apps for Business does work this way.

    Jeff Cecchini
    QBPros, Inc.

  • Still can’t enter a username/password for the SMTP server for those of us using “other” webmail provider. Many SMTP servers require this kind of authentication and the lack of this feature prevents us from using these features.

  • Is MS Outlook (Office) 2013 x64 supported?
    I know QB 2013 does not support Outlook 2013 x32 and x64. You can’t send email via Outlook.

  • Sendy, R9 took care of that headache!! It also got rid of the annoying error message that pops up reminding you that it doesn’t work with Outlook. Outlook 2013 now works with both 2013 and 2014.

  • Does anyone have any tips on how to find out if there are more codes that can be used? It’d be nice to be able to include an invoice’s PO number in the e-mail as most customers would be able to look for that, or recognize that number as part of their records.

    Currently I have a lot of customers that basically ignore our invoice e-mails because the “invoicenumberx from company” e-mail subject doesn’t seem too important to them. Then, later, they come asking for invoices that we have already sent to them.

    When I manually enter their purchase orders into the e-mail subject line this isn’t an issue. It’d be nice if I could get quickbooks to do this automatically.

  • “Do you see that there is no email later check box on the form? It would be nice if there was one, so I could control this. In fact, this is a bug in the version I’m testing – if you have a customer whose preferred delivery method is set to email, and you have checked the send forms preference Auto-check the “email later” checkbox if customer’s preferred delivery method is e-mail, found in the my preferences tab, then this payment receipt is added to the batch email list. The only way to control this is to turn off that preference or change the setting in the customer record. This most likely will be fixed in an early update.”

    Has this bug been fixed yet in QB14?

      • Yes. Exactly. Many of our customers want to see the details associated with the invoice they have paid. Since we “auto charge” many customers monthly (a recurring monthly fee), they do not see the invoice each month otherwise.

        Thanks for the quick reply.

  • I am on a Mac, using Quickbooks Online Plus — i have tried EVERYTHING get it so that when invoices are sent via email, it includes the INVOICE # in the subject line. I have tried the whole thing – that does not work — it just comes through with in the subject line. Is there any answer here? Please help.

    • Silas, that is a bit off topic for this article. In any case, unfortunately, I don’t use the Mac so I can’t test this. If you subscribe to QuickBooks Online, the Intuit tech support staff should be able to help? And it may depend on which version of QBO you have – the new version or the old version. The newer version still has some issues with some browsers.

  • Hi Charlie,

    Is there a way to view if an email didn’t go through to a customer, if the email address was input incorrectly? Would it show up as not delivered?

  • We just updated from Quickbooks 12 to 14 and many things are so much better. One of those things that I was really excited about was the Batch email feature. But after using it once, now I’m really annoyed with it. Maybe I’m using it incorrectly and if you have any tips, please let me know. So my issue is that I wanted to send a batch of four different Sales Order Confirmations to a customer (they had 1 sales order for each of their four stores, but all ordering and billing went through one person). So I selected the four sales orders to be emailed, and informed the customer of a few things in the body of the email, but when I sent it, it separated the four pdf sales orders in four separate emails, 3 of which had our default email confirmation message and only one had the message that I wrote to the customer. If I’m sending a batch of sales orders, shouldn’t Quickbooks attach all of those sales order to one email? Or am I just missing how a batch email is supposed to work?

      • Hmmm, this is great but I find I can’t select from the various email templates I’ve set up when I do a BATCH email. I can if I email individual invoices from Income Tracker, but if I select two or more and choose the batch option, I get a rather unhelpful template that reads “please find your transactions attached.” How can I fix this?

        • What year, nationality and revision of QB are you using? The revision is found at the end of the Product line if you press F2 in QB. It will be something like “R6P” or similar.

          What option are you using for email? Outlook, web mail or QuickBooks email?

          • Ah, yes, I see what you mean. They didn’t implement the template feature here – but you can edit the message in the window that opens so that you can send the message you want. HOWEVER, any editing you do is for just the one customer, it isn’t a template that is used in all the emails sent in that batch.

            This is a good place for people to leave comments in the “feedback” option, in the QuickBooks help menu. This needs more work.

          • Yes indeed, this is a terrible lack of functionality. So close yet so far.

            As a poor substitute, it seems that enabling and using the old “Collections Center” allows me to send batch emails of all overdue invoices to the customers who have them, and do so using a new message that WILL apply to all customers.

            What I would really like though is a function that lets me do this for all invoices, not just outstanding ones. So that way my emails to customers with new and overdue invoices could include them all in that one email, and have a message along the lines of “Here’s your new invoice for this month, along with any old invoices you may have outstanding.”

            Perhaps there is a way to trick or modify collections center into doing this?

  • Can anyone tell me if a the new version will fix my pdf/win.dat issues. I can send out 250 invoices and a handful of customers do not get a PDF instead they get a file they cannot open called win.dat, I am using outlook. Intuit support did not help, I have created new invoices per intuit and others suggested but it still does it.

  • I fossilized in Win XP and and QB 2008 and needed to get a life so I’m buying a Win 7 and plan to upgrade to QB 2014. Why I have been reluctant to move forward is because I have a billing service I have found it very convenient to organize incoming and outgoing bills and service items in Outlook Exp. Outlook was just too bulky at many levels. I have in the past entertained various operating system and QB upgrades but always found a shortcoming in QB integration with available email clients. Can you help me with what email clients will work with the Win7 QB2014 configuration? Thanks and many blessings, Peter

  • I was very impressed with the option to add attachments to invoices in the 2014 QB. The problem is that I enter all my invoices at the end of the month and send them at the same time. When I send them together, I don’t get the option to add attachments. Is there a way to do this that I am missing?

  • Quickbooks uses some form of email template that is separate from Outlook. I have read & delivery confirmation set in Outlook, but the Emails being sent from quickbooks don’t have those options selected. It is a real PITA.

  • Charlie – First off thank you for such awesome information! I’ve pretty much given up on Intuit’s “help”, rarely actual help.
    I am using Qb Pro 2014 R7P (as well as several other versions for me different clients) and when I send an invoice there is no Send Later button. Can you tell me how (if possible) to bring that back?

    Also, I have some clients who sometimes wish me to send them the invoices so they may send them on to their own clients with personalized messages. At present, with 2014, if there is not an email address already entered into the customer record, I get a new little box asking for the email address(es) but what I put in there automatically is put into that customer record. In previous versions I could put any email address in the To/CC/BCC and when I hit Send (now or later) have a quick little box asking if I wanted to update the customer record. Now I have to remember to go back to each customer record and remove *my* client’s email address… more work. Is there a way to stop that automatic updating of the customer record?

    Thank you again for your time and attention.

    Cheers!
    Michelle

  • Hello All!

    Little late to the conversation here. We are a self-storage business, currently using QuickBooks 2013 Pro on a single Win 7 workstation (single user environment).

    Wondering in QB 2014 with the recent email enhancements if we can put an “Pay Now” button in the email BODY on emailed Statements (similar to Intuit Billing Solutions “Pay Online” button)? Would like it to point/direct to our website and use our merchant processor’s feature to put a payment portal on our website for customer card payments. In essence we’re trying to replicate the Billing Solutions process. As is probably obvious, the recent changes to Intuit Merchant Services has finally pushed us to the limit!

    Has anyone tried this? Assuming it’s HTML code, I’m not at all familiar coding. If there is other information anyone might need that I have failed to include, please feel free to post and I will answer as soon as I get the notification.

    Thanks in advance …. Chuck

    BTW: I’ve learned more from the this Sleeter Group site than just about anything on the QBooks site!!!

    • Chuck, there isn’t a way to put an HTML link like that in a QuickBooks invoice template. You can do this with certain third party add-on products, but that usually isn’t as convenient as printing directly from QB.

  • Charlie:

    Thanks for the quick response!

    What I was referring to is putting this in the BODY text of the email and not the template. We email our monthly billings using a statement format and are currently using Intuit Billing Solutions. I’d be happy to email you a sample of what we currently email to our customers if it’s possible.

    Also, I failed to mention in my original post, we are currently using QBooks Email solution, but also could use webmail w/ MS Outlook.com or our MS Outlook 2013.

    Thanks … Chuck

    • Still no options there, Chuck. QB doesn’t have the ability for you to create your own HTML code in the email templates. If you use Outlook to send your messages you can then edit the message before it goes out, to manually insert your own message, however. Or use an add-on (there are several) that provide a portal for billing.

      I suspect that later in the year QuickBooks 2015 will have something more flexible than what is available now.

  • Charlie:

    Thanks once again for the reply.

    Although using Outlook 2013 and modifying the email before it’s sent is possible, it’s not very practical for us. Unless I’ve missed something, for us on our monthly billing we email 400 +/- statements and we would have to individually modify each email body. I don’t think there is a way to tell QBooks to use a custom form is there?

    I’ve looked at some of the Plug-Ins (Bill&Pay, GoToBilling, etc) and although OK, are a little costly. Our object is to try to find an alternative to Intuit Merchant Processing and the Billing service to reduce costs on our card processing. It’s almost “a wash” on costs when you factor in the plug-in. Guess I’ll just keep looking and hope that QuickBooks opens up a bit to allow using outside sources easier for processing.

    Thanks again!

  • Hi Charlie,

    It was a pleasure to meet you at Solutions14!

    Quick question. Is there a way to edit where Intuit Payment Network link shows up in e-mail templates? I would prefer to have it at the bottom of the e-mail, but it defaults to after the second paragraph. If I cram the paragraphs together, which makes me cringe, it goes to the bottom of the e-mail, but I’d prefer not to do that.

    Thank you!

  • Is there a way to include overdue invoices with a statement when I send statements to a customer? I’m not talking about the “invoice detail” being included on the statement. What my customers often need is to see a copy of the invoice(s) with the statement. Currently I have to print it all and scan it and create a PDF and send that. It’s cumbersome and a bit of a nuisance.

    Thanks in advance for any help.

    • There isn’t a good way to print a selection of invoices like that, in a batch, in QuickBooks. I’ve run into similar situations before – such as a dairy that was required to send a copy of the current month’s invoices along with the statement each month. QuickBooks just doesn’t have a flexible way of selecting a range of invoices based on any criteria, and you can’t print them sorted by customer.

      One thing you can do is to use an add-on product such as CCRQInvoice (http://ccrsoftware.com/CCRQInvoice/InvoiceQ.htm). This lets you print a batch of invoices, providing you with options to select by certain criteria, and sort them by customer (or just select a single customer at a time, so that you can save them all to a single PDF file easily). The drawback is that it takes a bit of work to set up a printing template if you don’t like the default format. Please note that this is a product that my software company produces.

  • I would be happy (for now) just getting an HTML formatted email out to my Outlook instead of Text but can’t seem to find anyone that knows how to do this. I use QuickBooks 2014 and Outlook 2013. Anyone?

  • Hi there great article!!

    We have quickbooks 2015, and are using Outlook as our email program.

    When I select overdue or almost due invoices to email from the Customer Center, the template that comes up is set, and also does automatically fill in the “special” information in the message body that I have set in the template (ie. Salutation, invoice total etc.)? Also I can not change from the default template to the others that I have created, each being a bit stronger.

      • Hi Charlie,

        Thank you for your response.

        We use the “Collections Center”, in the Customer Center to list the Invoice that are overdue and almost due and then click on the “select and send email” button to send an email to those clients.

        What’s funny as well is that, the “Enable Collections Center” Option under Preferences, Sales and Customers, Company Preferences – does not propagate to the workstation computers once changed on the main computer, I had to change each one individually, even though it was under Company Preferences?

        Sincerely,

        Robert Chin

        • Ah, that explains it. The “Collection Center” is an older feature that Intuit is trying to replace with the Income Tracker. See https://www.sleeter.com/blog/2013/09/quickbooks-2014-income-tracker/

          The Collection Center probably isn’t fully integrated with the new email features, as you are seeing. The intent is that people would use the Income Tracker, which is why Collection Center is hidden the way it is. They just didn’t remove it because people would be upset when they lose a feature, even if it is replaced by something else.

          You’ll find that there is a “batch action” for emailing to invoices you list – but you have to select “Overdue” – the “almost due” option doesn’t exist there.

          • Hi Charlie. Thank you for the information.

            Just tried the Income Tracker “batch action” for emailing overdue invoices, but it does not seem to be properly integrated with the new email system either, all I get is a vanilla email saying:

            Dear [customers name],

            Please find your transactions attached.

            Thank you for your business. We appreciate it very much.

            Sincerely,
            BOILERCO (JAMAICA) LIMITED

            Which section can I adjust the default template for this? Also, Doesn’t allow me to choose different templates.

            I notice that the Section “Send Forms” seems to be the most integrated with the email templates?

          • You are right, it looks like the Income Tracker also doesn’t work with the template system. However, the default template that opens when I use that already has the customer name it it – I don’t have to enter the bracket codes (in fact, it probably ignores that).

            “Send Forms” uses the templates, as does the “Batch” option from the email icon in the invoice window (which is, essentially, the “send forms” feature).

            Something to pass on to Intuit…

  • Hello Charlie, after resetting the router in my office I am unable to send emails using the webmail method. I am using google apps to send the email. I have all of the settings correct for smtp port and it does not work. After researching it I found that I may have to approve email being sent from the device again. I tried this, but it still does not work. Do you have any suggestions? Thank you.

    • Bill, I don’t have a recommendation for you at this time. There is something on the gmail side of things to look at, but I can’t find my notes on that, sorry. And it might not be the issue. I have it on my list to dig into gmail connectivity one of these days, but I don’t use it myself (other than testing) so I don’t run into the issues that might come up.

  • Hi Bill – I email invoices and statements all the time. And for the most part, I have no issues. The only problem that I come across is with the sent email screen under the customers account in Quickbooks. I see the notification for all invoices emailed, whether sent all at once or individually. I see the notifications for the statements emailed if they were sent individually. I do not see the notification for the statements emailed if they were all sent together. I am using outlook as my email. Any ideas? Thanks! Tana

  • Hi,
    I have not had any problems with sending invoices, however statements are another issue…
    Does not matter who I want to send a statement to, the email address is ALWAYS incorrect…sometimes I recognize it as another client and other times I don’t, altho, I am sure it is in fact another clients address….I end up having to close the statement, go to the cleint, copy the email address and then create the statement again and paste in the correct address….I have tried to send it out with the address that shows up hoping that it will correct the address once I hit “send” but have discovered that it DOES IN FACT go to the address that is shown in the email address line.
    Any help or insite would be appreciated

    Thank you

  • On another note, and perhaps you can an idea about this as well….
    I have over 300 things memorized for billing…..in several different catagories….this is not an issue…

    Sometimes I need to locate one to delete or whatever I may need to do to the item and I have to scroll thru the whole list of the different catagotries to find one in the memorized list…is there a search available in the memorized that I have just not been able to locate yet…
    Thanks

    • No good search feature there. Memorized reports are tricky, because they can easily be corrupted in the database.

      One thing you can do sometimes is to break them into sections, which the program lets you do. Create different folders/sections for reports, put them there, then you don’t have to look as far.

      • Thanks I already do that….

        Seems there should be a better way to make lists that are needed….Can I export all the information to something like Access and work from there….(I might be asking for more trouble than it is worth)

        • I don’t like using the “memorized transactions” feature heavily. It breaks down too easily. There are different ways of dealing with things through imports of various types or other add-on products. It depends on what you are doing, exactly. Which kind of transactions are you memorizing, how do you decide what to bring in?

          • What do I “bring in”? I am not sure what you are asking me….as I indicated I do NOT have a problem with the memorized transactions…they work fine and they have never “broken down” and I use them heavily…what I ask was if there is a way to do a “search” from there….
            and the second question was in relation to being able to print out just a part of the memorized section….

          • Sorry, blog comments are short and hard to work out issues in sometimes.

            You talked about exporting to Access, and I was referring to what kind of data you want to export to there (or “bring in” to Access).

            There isn’t a way to do what you are asking about in QB. The memorized transaction feature is just very simplistic. Note also that it is notoriously fragile, lots of people run into problems when they use it heavily. If you haven’t run into problems yet, then knock on wood, you are lucky.

            Depending on what exactly you are doing, you may find that managing the information in an outside database and then importing the new transactions back into QuickBooks would work better. There also are some addons that might help. However, that is more than I can lay out for you in blog comments. If you contact me directly I can refer you to some people who would be happy to assist you with this kind of thing (for a fee, of course).

  • Is there a way to compare the invoice date to the “Sent Email” date? I want to make sure we are sending the invoice via email the same day we generate the invoice for our customer.

    • There isn’t a report that will look at the “sent” date in QuickBooks. In addition, I don’t believe that the email date is a part of the database that is exposed to third-party addon products. No good solution other than to always BCC an email address that you set up so that you get a copy of the email, and that can be worked with manually.

  • The only way I can think of is, check your invoice date against the date sent in the sent e-mail section of the the invoices….unfortunately that particular window just gives the date sent…

  • Hi….
    Frankly, I find that QB is extremely poor on reports that you can get out of the program…if the info is in the system you should be able to get it out….I have poked around and do not see anywhere that you can get a report that you are asking for…but I will keep looking…I LOVE a challenge (but frankly I don’t think it will be available)

  • Sometimes when doing my billing, I need to send copies of “past due” invoices, and I may or may not want or need to send a statement.
    However, from what I have been able to find, I can only send one invoice per “send invoice” it will not allow me to send multiple invoices.
    Of course I can print all of the invoices to a PDF file and then attach the file but it is still a lot a steps that I should not have to do. If I have to create the PDF file with several invoices, then I can just send the PDF file directly to them without using the email option in QB….

    • Cheryl, depending on what year of QuickBooks you have, look at the “Income Tracker” feature. Select either the overdue or the open invoices, filter just for invoices, check all or just the customers that you want, then select “batch email” from the Batch Actions list at the bottom. It will create a PDF for each invoice that you select, and if there are multiple invoices for a given customer they will all be attached to one email. Very efficient.

  • Hi, I noted that you pointed out the feature of being able to control the name of the attached PDF invoice. I’ve been researching how to do this but I haven’t had any luck. In fact the Intuit Forum says it can’t be done. Do you know anywhere that has a tutorial? Or can you tell me how to do this? I am using QB Pro Desktop 2016.

    • Chanel, I only said that I would LIKE TO SEE the ability to control the name, as a suggestion for the future. They don’t allow you to do that now, as you point out. Not even in the 2016 product.

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