If you want to tweak the content of your QuickBooks-generated emails, it’s easy to do.

Open your company in QuickBooks and click Edit / Preferences / Send Forms / Company Preferences

You can then change the default email template for a number of forms, and for reports in general.

Let’s say you want to add an invoice number to your emailed invoices’ subject line. Click on Change default for Invoices

You’ll see kind of a template for your emailed invoices.

In the subject line prompt, make sure that <NUM> is there, e.g. “Invoice <NUM> from Rock Castle Construction”

emailed invoice

This is also the place where you can change verbiage in the body of your emailed invoice or add a bcc email address (nice if you want a copy of the invoice to come back to you).

You can use this method to make changes to email templates for these forms in QuickBooks 2012:

* Invoices
* Estimates
* Statements
* Sales Orders
* Sales Receipts
* Credit Memos
* Purchase Orders
* Reports
* Pay Stubs
* Overdue Invoices
* Almost-Due Invoices

Anyone have any other tips on customizing emailable documents in QuickBooks?

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79 thoughts on “How to Change an Email Template in QuickBooks

  1. This is a great feature.

    Be aware, however, that if you try to update the e-mail cover letter from the form itself, by selecting ‘send form’ and modifying it there, it will not work.

    You must, as described above, edit the company preferences.

    Another thing to be aware of:

    This change will not apply to any forms previously marked ‘to be e-mailed’.

    In order for them to have the in the subject line, you must go back and uncheck ‘to be e-mailed’, save, re-check it and save again. Then, your modifications in the company preferences will apply to that specific transaction.

    Reply
  2. i would like to edit the default email template and custom choose the , say, in the salutation and perhaps enter the somewhere in the text of the e-mail. Because of our type of business, the invoice is being sent to a proxy, not the customer and i would like to select different variable names. thanks.

    Reply
  3. Hi. I want to know why QB not longer supports Lotus Notes. Since the 2012 upgrade I have been unable to email out straight from Quick Books.

    Reply
  4. Hi!

    I was wondering if there was a way to modify the subject line of the statement in order to have the customer’s name come up..

    Thx

    Reply
    • Hi Samy,

      Yes, if I understand you correctly, you can do that. In the preferences area, for “Change default for” you can select Statements. You can pick from the drop down list to display the customer’s first and last name.

      Thanks for the question.

      Reply
  5. We use MS Outlook have customized signatures. We want to send invoices using Outlook but QB seems to be modifying the formatting of the email. Changing it from our default, HTML to Plain Text. Can this be changed?

    Reply
  6. I am able to go into the edit screen, preferences, and pull up what my email templates look like for invoices and estimates, and I am able to change them to read how I wish they read when sent….I then hit the blue box, OK…..
    But when I actually go to the invoice and attempt to email it, it has gone back to the original template not displaying the changes that I thought I had saved?

    Reply
    • Hi Elyzabeth,

      So if you then go back to the template editor, do you see your changes there? Sometimes templates get damaged, and maybe that could be the case here. If that’s so, then you should start from the default template and redo it.

      Thanks for the question.

      Reply
      • I edit the email template for overdue invoices and set the new edit at default, I created an overdue invoice and try to email it, the email message is not for overdue invoice. How do I link the type of invoice template tot he email template?

        Reply
  7. I followed the steps to add the invoice # to the subject above. When I send out the forms it shows in the field not the actual invoice number.

    Reply
  8. multi user QB Pro 2014
    Have 3 users….
    When we email invoices, can we have 3 different outlook messages so each user can send invoices via Outlook with their own personal template message? Thanks

    Reply
  9. is there any way to add (customer:job) in subject line or does anyone know the code for it aka or the field to insert

    exaple- [Company-Name] [Company-Telephone]

    Reply
  10. In 2014 it is changing font for template to times new roman when it was working perfectly before. Another great upgrade by QB – not!

    Reply
    • Shannon: Along the lines of what Shirley mentioned, we print out our invoices and they also generate nicely in Broadgun for e-mailing, however, when they are converted to be e-mailed from within QB, the font of our company name is changed. What can be done to prevent that from happening? Thank you!

      Reply
  11. In 2014 QB why is the emailed statement different from the email I see when I preview the statement? For example, my company name shows when I view the statement but when you view the pdf of the statement that is emailed to my customer my company name in not included. Any help is appreciated.

    Reply
    • Hi Vanessa,

      So if you go into Create Statements and click the Customize button for statements in the right pane, and then click on Basic Customization, you’ll see a checkbox for Company Name. Is that checked? If so, it should show up however you print it…on paper or PDF. Thanks for the question.

      Reply
  12. Is there any way to convert numbers to letters let’s say I want to create a template that instead of putting the total in numbers do it in letters like one thousand instead of uss 1,000.00 thanks for your help

    Reply
    • Hi Damien,

      So you are probably using the Australian version, and it may work differently. But in the US version, you can click on Edit / Preferences / Send Forms, and there set up the email account(s) you wish to use for emailing out invoices. Hope that helps. Thanks for the question.

      Reply
  13. Is there a way to set a default invoice “form” to use for sending the collection emails. We print and mail the original invoices on Intuit Product Invoice forms. So, before I send the collection emails, I’m having to go to each one individually and change the Template to our custom form so our company name, etc will show on the invoice when emailed.

    A QB Chief Mechanic had suggested this from my inquiry on another site, but it did not work for me: “The default invoice should be set at the last template used. Therefore, before launching Collections Center, print an invoice using the template you want to carry over into your next session with Collections Center.”

    We are currently using Enterprise 2015.

    Reply
  14. Hi, Is their any way to change the email template for invoices I email. I would like to add our company logo and change the defauly blue border to a different color? Let me know Thanks

    Reply
  15. Hi there, I have been reading your threads and have not found an answer.
    When I send emails of invoices direct to customers through quickbooks, it sends it in ‘Plain Text’ without my company name and logo on it.
    How can I have our company logo and sign off added to all my emails coming from Reckon/Quickbooks?

    Reply
    • Hi Mish,

      So it would appear that you are using Australian QuickBooks. If the approach I describe for Doug above is available to you, that’s the way to do it. But the Australian version may not have that, and if not, I unfortunately don’t have an answer for you. Thanks for the question.

      Reply
  16. Hi Sahnnon,
    Is it possible to do an e-mail to my customer list to send an information mailing? I am using QB 2012 pro
    Thanks
    Jimmy

    Reply
    • Hi Jimmy,

      No, it can’t do that. You can either export the information to an Excel file and then mail merge it in Word, or I think there are some CRM add-ons available that can pull directly from QuickBooks. Thanks for the question.

      Reply
  17. I have set up new email template for sending invoices but where I have included fields, instead of picking up the company details it is showing on email as the field title, i.e. [company Name] instead of Swift Tuning. How do I get it the show the company details as per the fields set, The only one working is the the customer name [Dear —–].

    Reply
  18. Above, you answered a question about changing the “from” email address with: “… you can click on Edit / Preferences / Send Forms, and there set up the email account(s) you wish to use for emailing out invoices.”
    However, I do not see a place to change the “from” address. I don’t want to change the company email address, but as the financial officer, invoices should come from my email, not the company president’s. Can I change that for invoices only?

    Reply
  19. How can I get rid off the Amount of money that comes into the blue border. We operate our invoices in euros but the amount and currency that comes in the blue border is in Dollar, so imagine the confusion to our customers. Or is there is a way to have the amount currency to appear in Euros. thank you for your help.

    Reply
  20. Pingback: Our Top 10 QuickBooks Articles for 2015 « QuickBooks and Your Business

  21. any way to change the name of the auto generated pdf when emailing from QB? – sales receipts come up CASH_SALES_transaction id – etc- i would like the CASH_SALES portion of name removed- and if the only way to do this is to save as – in pdf – thats not functional -so the answer – would be ‘no’

    thanks in advance

    Reply
  22. Using QB Premier 2014. Trying to email pay stubs for first time. Added new email template with info about passwords etc. Set up through Outlook. Tried test run with 2 employees – to myself and one other employee. Had to enter an email address in the “to” section so used mine. We each got our correct pay stub but I got the new email and she got the old original default email. How can we fix that? And the preview that comes up with the “check employee” screen shows an email for sales receipts and I can’t seem to change it. It actually sends the pay stub email but that’s not what shows on the screen. Also, why do I need to enter an email address in the “to” section if it automatically uses the email on file for the employees? Following all the procedures I have found online and can’t seem to get it to work right. Thanks so much!

    Reply
  23. I am searching for a way to set the email invoice template depending on the customer. Certain customers require an attachment and the subject line and body will mention the additional attachment to the invoice instead of having to manual adjust the basic email template with each customer that requires this. I still want the basic email template to be used for everyone, but I wanted to set the ‘other’ template I created to be assigned to the customers. I have googled and read forums, but haven’t seen anyone mention doing this. I am using Quickbooks Enterprise 16.0 and using Quickbooks as my email engine. Anyone out there run across how to accomplish this feature???

    Reply
  24. When I try to edit or delete the email message even after adding a new one i get a “Stock template can’t be modified” error message???

    Reply
  25. Can I request a ‘read receipt’ from outlook without having to check it every time..?
    Doesn’t seem to be an option for that and I think we’ll have to manually do it, but I’m trying to cut back on human error.

    Reply
  26. Can I add a hyperlink to an email template? I would like customers to be able to click a link to review my company on various websites.

    Reply
  27. Hi Shannon,

    I realise (Australian spelling) that your original post is now four years old, but I also notice that you’ve replied to comments up until recently, so I’m adding this one in the hope you might respond.

    Thanks you for your original post.

    I notice a number of people have asked about putting the customer name, by which I think they’ve meant the *record* name in QB in the email. I might have, for example, Mary Jones (First Name + Last Name) who is the contact for JONES FLOWER SHOP (Customer Name, as shown as the top field in the Edit Customer dialog).

    This ability (to add Customer Name) would be useful, for example, in a situation where a statement goes out to Mary and she replies saying she has missed an invoice. Our new admin assistant can’t work out how to find the customer in our customer list based on just Mary’s name, and would be helped tremendously if the statement email had ie. JONES FLOWER SHOP in it.

    Is this possible?

    How did you discover that you could put in the subject line? Is there a list of fields somewhere that you could post as an edit to your article?

    Many thanks,
    Guy

    Reply
  28. Addendum to my last comment, which lost the word NUM because I put a less-than and a greater-than around it.

    My last sentence should read: How did you discover that you could put [less than]NUM[greater than] in the subject line? Is there a list of [less than][greather than] fields somewhere that you could post as an edit to your article?

    Guy

    Reply
  29. I have Quickbooks Enterprise Wholesale and Manufacturing 15.0 and when I create an estimate, sales order and Invoice and select print preview the format looks correct. When I am in the template the format looks correct but when I email to though outlook or save as a PDF the format is wrong and data is missing. What is causing this?

    Reply
  30. All very informative – I did not see this one though… I was looking for a list of TAGS I can use in email templates so I can customize. Specifically I would like to put the INVOICE REFERENCE field on the end of the subject line. I work for a number of clients who want listed in the subject the Work Order # I enter in the invoice reference field. This would save a lot of extra typing.

    Any help appreciated – Thx.
    Brian

    Reply
  31. Thanx for the info! I’ve used this myself in the past..
    My question – is it possible to change how quickbooks names the pdf file that is automatically attached to the template?
    ie. I create a sales receipt, email that to the customer later. I have created a new template to state this is a receipt, etc.. but the pdf attachment still states “cash_sale{Num][company name]”.. I just want it to state “Receipt[Num][company name]”

    Possible, or pipe dream?

    Reply
  32. Hi i have qb simple start 2013 for windows… if i would like to change in the email —-
    Dear Customer to Dear Doctor… is it possible to also change my telephone number as it shows the my old phone number.

    thanx

    Reply
  33. Pingback: How to use Quickbooks to Email Invoices - Brendeau

  34. I have BRANDING using Calibri Font size 11 in blue. I can’t make this change in the template editor but have to edit each email to match my branding.

    Sending invoices and statements should be seamless but to maintain my branding integrity it is not. 8(

    When can we expect to an option to select the font for the email template?

    Reply
  35. have BRANDING using Calibri Font size 11 in blue. I can’t make this change in the template editor but have to edit each email to match my branding.

    Sending invoices and statements should be seamless but to maintain my branding integrity it is not. 8(

    When can we expect to an option to select the font for the email template?

    Reply
  36. Is there any way to have the invoice amount NOT show up in the email when it is opened? I can’t figure out how to do that in QB2016.

    Reply
  37. One of our customers wants us to have our PO number in the subject line when we send her an INVOICE. Is it possible for the subject line to include both the invoice number and the PO number, or will I have to manually include this every time I send an invoice?

    Reply

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