How Do I Change the Email Template in QuickBooks Online & Desktop?

Email templates make your task easy as you get a predefined template and you just need to enter relevant details in dedicated fields. After setting up the email template, you can change its settings or personalize it more in certain ways. Many users wonder “how do I change the email template in QuickBooks” but it is quite easy. In addition, the customization can be made in QBO and QBDT on Windows and Mac systems. In case you encounter any issues, by correcting the email settings, you can solve them effortlessly.

How to Change Email Template in QuickBooks Online?

To modify or customize the email template in QuickBooks Online, you can opt for two different methods. In the first method, you can change the content on the email template from the Accounts and Settings option. On the other hand, you can upload the template in a DOCX file by turning on the Import Style plugin.

Method 1: Change the Email Template from Account and Settings

To change the email template, you can simply go through the Account and Settings menu. From here, you can modify the details by selecting the Sales Form option. Make sure you save your changes.

Click on the “Gear icon” located at the top right.
Then, go to the “Account and Settings” option.
Switch to the “Sales” tab.
Here, you can search for the “Messages” option and open it once found.
Now, choose the “Sales Form” option using the drop-down menu.
After this, you can customize your email message on the email template or make other changes you want to do.
Once everything is done, click the “Save” button.
Click the “Done” button to finish the steps.

This is how you can change the email template in QuickBooks Online. When creating the templates, if you make any changes to one invoice, it will change everything. Therefore, you should use an option to import the template so you can use it on the transactions.

Method 2: Import the DOCX Template

By importing the template, you can make your template more personalized. This also helps in reflecting the brand identity into the sales form when you email your transactions.

To get started with this procedure, you will need to map your template fields. Thereafter, you can enable the Import Styles plugin to upload your documents. Once done, save and upload a .docx file to import the template in QuickBooks Online.

Mapping the Template Fields

Open the DOCX template that you have created.
Then, you are required to check the non-static content in your template.
After this, you can replace all the fields with “Table” or “Scalar” fields.
Here, you have to be sure that all the fields are closed with <> matching the “EZ Map” fields. It is defined in the “EZ Map” catalog.

Enabling the Import Styles Plugin

Navigate through the “Gear” icon.
Then, choose the “QuickBooks Labs” option.
Now, you can move your slider to enable the “Import Styles”.
Once done, click the “Done” button.

Saving and Uploading the DOCX Format

Click the “Gear” icon.
Then, click on the “Custom Form Styles” option.
Choose the “New Style” drop-down arrow to select the “Import Style” option.
Select the form type.
Once done, click on the “Save and Upload Your File” section. Here, you can find the “DOCX” template.
Then, select the “Next” button.

By following these methods, you can easily change the information on the email template. After changing the details, you can save the details and send them to the appropriate employees.

If required, you can import custom form styles for estimates or invoices. In addition, you can customize estimates, sales receipts, and estimates in QuickBooks Online. You can even change the invoice number if preferred.

How to Change Email Template in QuickBooks Desktop?

If you prefer to customize your emails to suppliers and customers in QuickBooks Desktop then you can prepare the email templates with personalized email bodies and subject lines. After this, you can choose the one when sending the sales receipt, invoice, estimate, and other transactions.

Please Note: QuickBooks latest version adds the feature to customize as well as the email bill payment stubs.

How Do I Change the Email Template in QuickBooks Desktop on Windows?

Before moving forward, you need to make sure you are logged into QuickBooks as an administrator. Or, you can log in as a user but you should have permission to make changes to company preferences. Besides that, you need to switch to the single-user mode. For this, you can open the File option and choose the Switch to Single-User Mode option.

Now, you can continue following these instructions for every template that you wish to create. If needed, you can even generate multiple templates for every transaction type.

Click on the “Edit” menu.
Then, choose the “Preferences” option.
Click the “Send forms” option.
Switch to the “Company Preferences” tab.
Click on the “Delivery Method Default” drop-down option.
Choose the “Email” option.
By using the “Email Templates” drop-down option, you can choose the transaction type. Here, you can also generate multiple templates for every transaction type mentioned here.
Click the “Add Template” option.
Then, type a name for your template.
Here, you can start personalizing the subject line and email body.
Once done, click the “Insert Field” option. This will add some dynamic data sections in the email. This will use the real data from your forms such as customer name, due date, and others. You can manually type the detail as well.
When the customization is done, click the “Save” button.
Now, close the template and click the “OK” button to save changes.

All the templates will display in the Company Preferences tab in the Send Forms option. If you want to set one template as default then you just need to choose the transaction type and click the Set Default option located next to the template you wish to use.

How to Use the Template?

Users can use the templates for emails that are sent with single transactions, batch emails, and when sending payslips. Here are a few steps that will help you use the email template through QuickBooks:

When you generate the invoice, click on the “Email” option.
Then, select the “Invoice” option. At this point, QuickBooks will use the default template for your transaction type.
In case you select the “Email Later” option then you just need to choose one of the templates when sending the emails in bulk.
For this, click on the “File” option.
Now, choose the “Send Forms” option.
After this, choose the template you wish to use. The template can be chosen by using the “Template” drop-down.

This is how you can create, customize, and use the email template in QuickBooks Desktop. In addition, you can make one template as default that you use frequently.

How to Edit the Customized Email Template in QuickBooks Desktop?

If you want to change the settings you have made for the default template then you can do this easily in QuickBooks Desktop:

Click on the “Edit” menu located at the top.
Then, choose the “Preferences” option.
Select the “Send Forms” option.
After this, click on the “Company Preferences” option.
Here, you can modify the template from default to QuickBooks template.
Press the “OK” button.
Now, you can open the “Company Preferences” tab again.
Then, modify the default back to the customized template.

Once you are done following these steps, close the window and relaunch QuickBooks. After that, create the batch invoices.

How to Change the Email Template in QuickBooks for Mac?

Mac users can take advantage of Layout Designer in order to customize the form in QuickBooks Desktop. The Layout Designer is a built-in function that opens when you launch or edit the template in a Form screen.

To edit the template, search for the “Current Template” list located at the top of your form.
Then, select the existing template and click on the “Edit Current Template”. You can also select the “New Template” option.
Here, you can apply the changes and click on the “File” menu.
After that, click the “Save” or “File” button.
Now, click the “save as” option to save the template.

Once you are done following these steps, the template is successfully changed in QuickBooks Desktop for Mac. If required, you can customize the form template as well.

How to Fix Email Template Problems in QuickBooks Desktop?

There can be instances when you encounter issues when working on the email template. For instance, you created the new email template but QuickBooks is still using the old template. In such cases, you can use two ways in order to create a new email template. You can either use the correct message on the email or reset the email in later settings.

Fix 1: Copy-Paste the Correct Message

Before you send the email, you can simply copy-paste the correct message in the dedicated field. This makes it convenient for you to send the same email messages without typing manually.

Click on the “Edit” menu.
Then, choose the “Preferences” option.
Click on the “Send Forms” option.
Switch to the “Company Preferences” tab.
Once done, you can highlight the template that you wish to use.
After this, click on the “Edit” button.
Now, you can copy the message.
Click the “File” menu.
Click on the “Send Forms” option.
Here, you can choose the email you wish to send. After this, you can paste the text you copied earlier in the body section.

Note: If you have QuickBooks Desktop Enterprise then you can click on the Edit Email first.

Once ready, click the “Send Now” option.

Once you follow these steps, you can easily send the emails through QuickBooks Desktop. All you have to do is copy the message from the template and paste it into the email form you are sending.

Fix 2: Reset the Email Later Settings

If you are facing issues when sending emails then you can reset the settings of the email later. All you have to do is remove the checkmark for the email later option. Thereafter, you can open the transaction and apply it to email later. This will let you send emails properly.

First of all, you will have to locate and open the transaction you wish to send.
Then, select the transaction and remove the checkmark for the “Email Later” box.
After this, choose the “Save and Close” button.
Once done, open your transaction again.
Here, you can choose the “Email Later” box.
Now, click the “Save and Close” button.

This will put the transactions back to an email queue. Now, it should use the new default email template in QuickBooks Desktop.

To Sum Up!

When sending an email via email template, you can customize the email template to make it look the way you want. You can change the default email template as well. In this guide, we have discussed how to change the email templates in QuickBooks Online and Desktop. Besides that, we shared some helpful methods to fix the email template issues if you encounter any.