How to Email Invoices from QuickBooks using Gmail, Outlook, & WebMail?

How to Email Invoices from QuickBooks using Gmail, Outlook, & WebMail?

In QuickBooks, the email service enables you to send invoices, reports, transactions, and statements to the customer through email. If required, you can change the email provider from the settings so you can send invoice emails through Gmail, Outlook, and WebMail. All you have to do is set up the preferences for emails and then send them to the customers. If required, you can send multiple emails as well. To gain more knowledge regarding the same, learn with us how to email invoices from QuickBooks using Gmail, WebMail, and Outlook for both QuickBooks Desktop and QuickBooks Online.

How to Email Invoices from QuickBooks Desktop?

To send email invoices from your QuickBooks Desktop to the customer, you need to set up the email account depending on the email service you want to use. For instance, you can add Outlook, Gmail, Regular WebMail, and Secure WebMail. Once you add the email account, you can select the invoice to email it to the selected customer. In the following discussion, we will teach how to email invoices from QuickBooks 2012, 2013, 2014, and other versions.

Step 1: How to Set Up the Email Account in QuickBooks Desktop?

Before you learn how to send invoice from QuickBooks email, first you will have to add the email account. By doing so QuickBooks can use that email account for sending invoices to the customers. Now, this can be done in different ways. For instance, you can add Outlook, WebMail, and Gmail as email accounts in QuickBooks Desktop. To know the detailed steps for each email provider, you can go through the following steps and implement them in QuickBooks Desktop.

Connect Outlook Email Account in QuickBooks Desktop

  • If you have no Outlook email account, you can create a new one.
  • After your Outlook account is ready, you can contact the ISP (Internet Service Provider) for the required details such as:
    • Username
    • Password
    • Outgoing email server address
    • Incoming email server address
    • Incoming email server type
  • Later, you can use these details provided by the internet service provider. This will help you to successfully set up the Outlook email account in the QuickBooks account.
  • In case you are unable to find the Outlook option, we have got you covered. Follow these steps:
    • Go to the “Edit” menu.
    • Then, choose the “Preferences” option.
    • Now, click on the “Send Forms” option.
    • Here, you can select the “Outlook” button.
    • Press the “OK” button.

Set Up the Secure WebMail Email Account in QuickBooks Desktop

  • To set up the “Secure WebMail”, you can open a “QuickBooks Desktop” account.
  • Then, select the “Preferences” menu.
  • Here, you can open the “Send Forms” option.
  • Now, select the “Webmail” option.
  • Click on the “Add” button.
  • At this point, you need to add the email address after you select the provider using the drop-down menu.
  • Once done, you need to review the enhanced security options.
  • After this, press the “OK” button.
  • Now, you are required to log in to the “Intuit” account. Please note it is not necessary to use the same email id as the QuickBooks email id.
  • As you log in to the account, you will see the “Webmail provider login” page. Now, you can sign in to the Webmail account and grant access to your intuit service.

Add Regular WebMail Email Account in QuickBooks Desktop

  • In the QuickBooks account, select the “Edit” menu.
  • Then, click on the “Preferences” option.
  • Select the “Send Forms” option.
  • Choose the “Webmail” button and hit the “Add” button.
  • At this point, you can enter the required details and click the “OK” button to finish.
  • Press the “OK” button to save changes.

Set Up the Gmail Account in QuickBooks Desktop

  • To add Gmail service, open the “Edit” menu in QuickBooks.
  • Then, go to the “Preferences” option.
  • From the left, you will see the “Send Forms” option.
  • When you see the two tabs, select the “My Preferences” tab.
  • After that, click on the “Add” button located at the bottom of your screen.
  • When the “Add Email Info” window opens, you can add the email address that you want to use.
  • Once done, choose the “Email Provider” as “Gmail” using the drop-down menu.
  • Make sure the enhanced security box remains marked.
  • After that, click on the “OK” button to apply changes.
  • When you see the “Intuit” login screen, enter the username and password for the Intuit website. In case you don’t remember the password, you can reset it.
  • Once you successfully log into the account, you can choose the “Gmail” account to use.
  • Click the “Allow” button.
  • At this point, you will see the “My Preferences” window with the email address you entered under the “E-MAIL IDS section.

Once you add the email account to QuickBooks Desktop, you can continue sending the invoice via these email accounts. Learn in further detail, how to email invoices from QuickBooks 2013, 2014, and other versions.

Step 2: How to Send Invoice from QuickBooks Email?

As you have already set up the email account in your QuickBooks account, you can now send the invoice email to the customers. For this, you will have to select the customer, open the invoice, choose the email option, and send it. Here are the detailed steps for the same:

  • Open “QuickBooks Desktop”.
  • Go to the “Customers” menu.
  • Click on the “Customer Center” option.
  • Pick the customer to whom you want to send the invoice.
  • Then, click twice on the invoice that appears in the list. This will open the invoice.
  • After that, select the “Email” option from the top.
  • Once done, click on the “Invoice”.
  • At this point, you can enter the required details for the invoice.
  • Hit the “Send now” button.

The email invoice that you send to the selected customer will be sent from the email address you added in settings. If required, you send the statements in the same way. In case you wish to change, click on the Company menu and go to the Company Information to change the details.

How to Email Multiple Invoices from QuickBooks Desktop?

When you send multiple invoices, each invoice generates an individual email. This is because QuickBooks is designed to share one invoice in one email even if you are sending it to the same customer or the email id is the same.

However, there are two alternatives through which you can send invoices in bulk. Please note this can only be applied to the invoices. Let’s go through both the methods and learn how to send multiple invoices in one email from QuickBooks.

Method 1: Send Multiple Invoices by Creating a PDF File

To send invoices in batches, you can save all the invoices as one PDF file. After that, you can use it as an attachment in your email. Here are the steps for this:

  • First of all, you need to ensure that the invoices you want to email are selected as “Print Later”.
  • After that, you can click on the “File” menu.
  • Select the “Print Forms” option.
  • Here, you can pick the invoices and press the “OK” button.
  • When you see the “Printer name” drop-down menu, choose the “Adobe PDF” option.
  • Press the “Print” option.
  • Later, you can save the file on the desktop and at any location where you can find it easily when required.

Once the file is saved as one single PDF, you can prepare the email and attach this file. Your customers will receive multiple invoices in one PDF file.

Method 2: Send Multiple Invoices via the Collections Centre

Another method to send multiple invoices is through a Collections Centre option. All you have to be sure of is that this option is enabled in the Company Settings. Let’s find out how you can enable the Collection Centre option and send the invoices from this option:

Enable the Collections Centre in Company Settings

  • Click on the “Edit” menu.
  • Select the “Preferences” option.
  • Click on the “Sales & Customers” option from the left.
  • Here, switch to the “Company Preferences” tab.
  • Now, you can click on the “Enable Collections Centre” option.
  • Press the “OK” button.

Send Invoices through Collections Centre

  • Click on the “Customers” menu.
  • Now, open the “Customer Centre” option.
  • Here, you can click on the “Collections Centre” option.
  • Then, select either the “Almost Overdue” or “Overdue” tab.
  • After this, choose the “Select and Send Email” link.
  • At this point, you can start picking the invoices to send. If required, you can tweak the message before sending it.
  • Once all the invoices are attached to your email as one PDF file, you can hit the “Send” button.

This is how you can use these two methods to send multiple invoices in one email. All you jaunt have to take care of is the PDF to which you add multiple invoices.

How to Email Invoices from QuickBooks Online?

If you are a QuickBooks Online user and want to send the invoices, you will have to make sure that the Customers and Invoices are already set up in your account. Please carry out the following steps to learn how to email invoices from QuickBooks Online:

  • Click on the “+New” menu
  • Select the “Invoice” button to generate a new invoice.
  • Here, you can pick the customer to whom you want to send the invoice.
  • Once done, you can add the email address of the customer if not added.
  • After this, you can add the required detail such as:
    • Description
    • Product/Service
    • Rate
    • QTY
    • Tax
    • Amount
  • Here, you can type the “Invoice message”.
  • Hit the “Save and Send” button.

Once you are done implementing these steps, the selected customer will receive the invoice through the email address you used. If required in the future, you can change the email address when sending an invoice to the customer.

To Wind Up

QuickBooks allows you to send invoices via email. Although this is necessary to set up the appropriate email account before sending the invoices. You can add Outlook, WebMail, and Gmail accounts as your mail service. Thereafter, you can use these accounts to send invoices to the selected customer. If required, you can send multiple invoices in one email using the workaround methods that we discussed above.

In case you want to edit the email address on the invoices, you can do that too. Check out the following guides to know more about QuickBooks:

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