QuickBooks Email Setup: The Ultimate Guide to Sending Invoices and Reports

Sending email directly from within QuickBooks or Online is more than convenient—it’s a time-saving machine. 

Whether emailing invoices, sales receipts, reports, or purchase orders, integrating your email with QuickBooks simplifies your communication process, makes you appear professional, and gets money into your pocket quicker.

But as with all of these wonderful features, turning on email in QuickBooks is ambiguous if you don’t know where to start. 

From config settings to figuring out which email option is best, this full guide will walk you through each step you’d like to learn about turning on email in QuickBooks-step by step.

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Why Use Email in QuickBooks?

Before we dive into the technical process, let’s take a moment to appreciate the  value of email integration:

Efficiency and Speed

• Adios to downloading PDFs, attaching files by hand, or switching programs. Email configuration in QuickBooks allows you to send documents with minimal clicks.

Professional Look

• QuickBooks employs customized email templates with a consistent, professional look that complements your brand image.

Better Recordkeeping 

• Every time you email something out of QuickBooks, it tracks that activity. That way, you can track communication and retain history for audit and compliance. 

Quicker Payment

• The sooner your customer receives the invoice, the sooner you receive payment. Email delivery eliminates mail lag.

QuickBooks Email Options: What You Can Use

Depending on the version of QuickBooks you are running and your preference, there are several different ways to set up email.

1. Webmail (Gmail, Yahoo, Outlook.com)

• The most widely used alternative for small businesses is Webmail, using providers such as Gmail or Outlook.com. You will have to provide your login and email provider settings.

2. Outlook (Microsoft Office Outlook)

• You have Microsoft Outlook software installed on your computer and use it consistently. QuickBooks can send email directly from it.

3. QuickBooks Email Service

• This service (available only with older versions or lower levels of subscription) lets you send mail from Intuit servers without directly using your mail system. This is being dropped in newer releases, though.

4. Other Email Clients (SMTP/IMAP Setup)

• For more advanced environments or business email systems, you can utilize SMTP server settings from your IT department or hosting provider.

Setting Up Email in QuickBooks Desktop

Step 1: Open QuickBooks Preferences

• Open QuickBooks Desktop.
• From the Edit menu, select Preferences.
• Select Send Forms from the left menu.

Step 2: Select Your Email Option

There are three options in My Preferences: Webmail, Outlook, and QuickBooks Email. Choose Webmail or Outlook, depending on how you use it.

Step 3: Set Up Webmail Settings (If Necessary)

• Click Add to open a new email address.
• Enter your email address (you@example.com).
• Choose your provider from the list (Gmail, Yahoo, etc.).

QuickBooks may auto-fill the SMTP server settings. If not, you’ll need to enter them manually using information from your provider.

Step 4: Test the Connection

After entering your credentials, send a test email to verify everything is working correctly. Save your settings and exit.

How to Set Up Email in QuickBooks Online

• QuickBooks Online makes it even easier.
• Navigate to the Settings (gear icon) in the top-right corner.
• Select Account and Settings.
• Select the Sales tab.
• In the Messages section, click Edit.
• In the Email sent from the field, enter your email address.
• Set up the automatically filled-in subject line and body message of invoices, estimates, and sales receipts.
• Save and Done.

QuickBooks Online uses its servers to send mail on your behalf as the sender, so no setup is needed by hand. Even such a simple installation can fail occasionally. 

Some possible traps and solutions are:

Proper SMTP Setup

• Your SMTP server name and ports have to match those determined by your mail provider. Certain providers, like Gmail, require special security setup (i.e., enabling or disabling authorizing "Less Secure Apps").

Multi-Factor Authentication Dispute

• Logging into two-factor authentication from Gmail or Outlook may prompt you to set up an app password specifically for QuickBooks.

Firewall or Antivirus Blocking

• Your antivirus could be interfering with the email connection. Temporarily disable your firewall or antivirus protection for a minute and attempt again to check if it is the issue.

QuickBooks and Outlook Compatibility

• Make sure you're on a version of QuickBooks that's compatible with your version of Outlook. It would be more effective if your versions include incompatible bit editions (32-bit and 64-bit).

Also read:- How To Fix QuickBooks Error 12152?

QuickBooks Email Setup Best Practices

• Use a business email account. It's more professional, and there are fewer risks that it'll go into a spam folder.
• Update credentials from time to time. Especially if you recently updated your password on your email account.
• Keep QuickBooks and Outlook current. This encourages compatibility and effortless synchronizing.
• Construct customized templates. Establish your subject line and emails according to the tone of your brand.
• Schedule emails at regular intervals. Try sending emails, invoices, or estimates to yourself as a test to ascertain delivery and display.

Email Activities automation in QuickBooks

An often-overlooked advantage of having email set up correctly is automation. 

You can, for instance:

• Auto-send reminders for unpaid invoices.

• Send recurring automatic invoices to be delivered on a designated date.

• Automatically send periodic reports to stakeholders.

• These options will enable you to save administrative time and concentrate on growing your business.

You should also know about:- How To Fix QuickBooks Error 1723?

Conclusion

Configuring email in QuickBooks is a small thing, but it's quite rewarding. From improving your business's communication to automating important tasks, emailing with QuickBooks makes it more convenient to email customers, vendors, and employees. 

With the instructions in this guide, you'll be emailing professional, branded emails directly from your accounting application—fast and easy.

Frequently Asked Questions (FAQs)

Q1: Can you send emails using Gmail via QuickBooks?

• Yes, you can use Gmail with both QuickBooks Desktop and QuickBooks Online. When using Desktop, you will be required to give SMTP settings, and can utilize an app password should you have set up 2-step verification.

Q2: Why am I receiving an error when I am sending an email?

• Common culprits are faulty SMTP settings, blocked ports, old software, or antivirus and firewall interference. Re-check your email settings and run QuickBooks as an administrator.

Q3: Is QuickBooks Email Service supported?

• QuickBooks Email Service is available in some earlier releases but is being discontinued with webmail and Outlook integration. It is not supported in newer releases.

Q4: Can multiple addresses be sent at the same time?

• Yes. If you're entering multiple email addresses in the "To" field, type them comma-separated or semicolon-separated, depending on your QuickBooks version.

Q5: What happens if I can't use Outlook?

• Make sure Outlook is properly installed and configured as your Windows default email application. QuickBooks and Outlook also need to be the same type of version (either both 32-bit or both 64-bit).