alt="Email Forms in QuickBooks"

Email Forms and Invoices in QuickBooks

Do you know that you can email forms and invoices directly to your customers through QuickBooks®? Yes that’s right. QuickBooks allows you to send an unlimited number of forms and invoices to your customers right from its user friendly interface.

QuickBooks® is an affordable and cost effective accounting software that allows you to easily send any number of estimates, invoices, packing slips, sales, and other reports through just a few clicks of the button. The forms and invoices are sent to the users using three methods:

  • Outlook,
  • Web Mail Account, and
  • QuickBooks E-Mail

In this article, you will reveal the secrets on how to send forms and invoices to the customers using QuickBooks. Admittedly, sending forms and invoices from QuickBooks will save a lot of valuable time of your accounting staff in servicing your clients.

Note: Sending forms and invoices through QuickBooks Mail account is only available for users who have subscribed to QuickBooks Pro Plus, QuickBooks Premier Plus, QuickBooks Enterprise Full Service Plan, QuickBooks Payroll, QuickBooks Billing Solutions, Accountant’s Copy File Transfer, or Intuit Merchant Services.

Set Up Preference for Sending Forms and Invoices

The first step is to select your preferred method to send forms and invoices through QuickBooks. You should click edit menu button and select preferences. In the preference tab, select the send forms tab. You will then see the following screen when you click on the send forms tab:

alt="QuickBooks Preferences"

In this screen, you can choose which program QuickBooks should use to send the forms and invoices through email. If you want to send webmail through Outlook Express, Outlook, or Thunderbird, you should select “Outlook” radio button. You should select “Webmail” if you want to use web mail services such as Yahoo!, Gmail, or Hotmail to send forms and correspondences to your clients. Finally, if you have subscribed to QuickBooks Mail service, you should select “QuickBooks E-mail” radio button.

From this screen, you can also select “Auto-check the Email Later” checkbox. When you set up a client in QuickBooks, you have the option of selecting whether you want them to receive invoices, sales receipts etc. through email. On selecting the auto-check the email later checkbox, QuickBooks will automatically mark all forms (sales receipts, invoices, etc.) to be emailed to those clients.

Outlook Email Client

nding forms through Outlook, Outlook Express, or Thunderbird email client is fairly easy. You do not have to enter any settings in QuickBooks to integrate the email client with the accounting software. Just make sure that you have selected “Outlook” in the send forms preference tab as described above.

In order to send forms and emails through the outlook email client, you have to follow these simple steps:

First, open the Outlook (Outlook, Outlook Express, or Thunderbird) client.

Second, in QuickBooks, open the form or invoice that you want to send to the client and click on the Email button. An Outlook message window will open with the attached form.

alt="Outlook Email"

Third, the To Address bar should already be filled with the address of the clients that are set up to receive receipts or invoices through email. In case you want to add or remove clients, you can do so by editing the Address bar. You can also edit the message that you want the client to receive with the invoice.

Fourth, after the email message is finalized, select the send button screen to email the attached form or invoice to the client.

Web Email Client

You have to set up the web mail account manually to send forms and invoices using QuickBooks. In order to send forms and invoices through the web mail client, you have to follow these steps:

Step 1: In the preference screen, click the send forms tab and select “Web Mail” radio button.

Step 2: Now, click on the Default button. You will see a screen similar to one depicted below.

alt="Setup Email Client"

Step 3: In this screen, you can add the details about your web mail client. In the “Email Id” box enter the full email id of your web mail account e.g. abc@yahoo.com. Next, select the email provider from the drop down list.

Step 4: If you selected Yahoo!, Gmail, or Hotmail as an email provider, QuickBooks will automatically fill the Server Name and Port for you. However, if you selected others, you have to have to contact your web mail service provider to know about the details.

Step 5: Click OK once all the information is entered.

Step 6: Now, open the form or invoice that you want to send to the clients and click Email button. If QuickBooks asks for a password on sending the email, enter the password of the web mail account and not the QuickBooks account.

QuickBooks Email Client

You do not have to change any settings when sending invoices or forms using built-in QuickBooks email client. Just select the “QuickBooks Email” radio button on the send forms preference tab. You can send the invoice or form by clicking on the Email button.

However, you should note that a record or copy of the sent invoice is not saved by the QuickBooks Email client. In order to save the copy of the sent email file, you have to set up a default BCC address in the preference tab.

alt="QuickBooks Email Automatic Copy"

In the preference tab, select the send forms tab and click on Company Preferences. In this screen, you enter the recipient’s email address in the BCC box.

No matter what the nature of your business, sending receipts, invoices, and forms to clients on time is essential. QuickBooks makes it easy to send forms and invoices directly to the customers and vendors. This saves precious time and resources of your company in preparing forms and invoices to send to the clients.

Your staff does not have to print and scan the invoices and forms separately for the clients. Upon approval, relevant staff can send forms and invoices to the clients directly through QuickBooks, thus saving time and money.

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