In QuickBooks Desktop, you have the option to manually create email templates for your QuickBooks transactions. You can also customer the email templates by using the pre-built data fields.

Important: If you want to customize your e-mail template, the company file has to be in the Single User mode. You also have to be logged in as Admin or have the permission to make changes in the company preferences.

To Set Up Your Template:

  • From the main menu of QuickBooks, go to Edit > Preferences > Send Forms.
  • Navigate to the Company Preferences
  • Select E-mail from the Delivery Method Default drop-down.
  • Select a transaction from the Email Templates drop-down.
  • Click on Add Template
  • Make changes in the email template as your requirement.
  • To insert pre-built data, select Insert Field. See samples in this screenshot:
    • Click on Default and then Save to set the template as default.
    • Click on OK to close the Preferences window.

If You Batch Email And The Transactions Still Use The Old Template:

You may see batch invoices (as well as other transactions like estimates and statements) transferred using the default or old email template after changing or editing the template. It can happen when you created a batch before you edited the templates.

To resolve the issue, follow one of the following solutions:

Solution 1: Copy and paste the correct message before sending the email

  • From the main menu of QuickBooks, go to Edit > Preferences > Send Forms.
  • Navigate to the Company Preferences
  • Select the template you want to use and then click on Edit.
  • Select the message and press the Ctrl+C
  • Navigate to File then click on Send Forms.
  • Select the email that you want to edit. Click on the email body and then press CTRL + V keys to paste. Note: You may have to choose Edit Email if you are using QuickBooks Desktop Enterprise version.
  • Click on Send Now.

Solution 2: Uncheck and re-check Email Later

  • Open the transaction and unmark the Email Later.
  • Click on Save & Close.
  • Open the transaction again and then click on Email Later.
  • Click on Save & Close. The transaction should get opened and now you should be able to use the current email template.

Doing this will take transaction back to the email queue and you should now be able to use the new default template.

Technical Support For QuickBooks

This article should help you in customizing the email templates easily. However, in case if you are facing any issue while customizing your email templates or you need any help during the process then you can always contact us at our toll-free QuickBooks Customer Service Phone Number +1-866-701-7446 and get an instant solution for your issues.


Customize Email Templates In QuickBooks

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