How To Set Up Messages in QuickBooks Online

Scroll down to Messages and click anywhere on the grayed section.

Click on the Messages section under Sales

Set up your email default settings for your sales form in QuickBooks Online

From the Messages section, you’ll see the following options:

• Greeting: You can select either “Dear” or “To:” as the salutation and determine how you want the customer’s name to appear in the greeting.
• Sales form: You can change the suggested email message for each of the following customer forms:
  • Invoice
  • Estimate
  • Credit memo
  • Sales receipt
  • Statement
  • Refund receipt

Each form can have a completely different email message.

• Email subject line: You can change the standard email subject line provided by QuickBooks, but we recommend keeping the form number for customers that might receive multiple invoices in a short period of time.
• Email message: Your email should be customized for your business but not personalized for any particular customer. If you have a client that you would like to treat special, we recommend you create a custom invoice just for them, which can include a custom email message that we’ll discuss later in this tutorial.

If you’ve modified the message and want to return to the original message suggested by QuickBooks, click the green Use standard message button next to the Sales form.

• Email copies: You can check the box to send a copy of every email automatically to the QuickBooks Online administrator, plus provide a list of additional email addresses that should receive copies. These email addresses will receive copies anytime a client is sent this form, so make sure the person wants and needs all these emails.
• Sales form: Leave this field blank. There are two fields labeled “Sales form.” The lower field is obsolete since users can now create a separate email message for each type of form.

When you’re satisfied with your email settings for all six customer forms, click the green Save button at the bottom of the Messages section.

When creating and sending a sales form, you’ll see the default message that you just created on your form. Often, the default message is sufficient; but if you opt to customize your email invoice―or any other sales form―you can do so with the following steps.

Step 4.1: Click on the Customize look and feel Button Under the Customize Section in the Sales Tab

Click Customize look and feel under Account and Settings

Step 4.2: Edit Your Template

Select an invoice or any other form from the Custom form styles list and click Edit.

Edit an existing sales form template in QuickBooks Online

Step 4.3: Click on the Emails Tab to View the Available Options

You might’ve learned to design your custom estimate template in How To Customize Invoices in QuickBooks Online and how to designate the content in your estimate template in How To Set Up Sales Form Content in QuickBooks Online. Now, we’ll work with the third tab in the design window to customize the email that will accompany your estimate.

Click on the Emails tab to further customize email messages for your sales form.

The default options in this screen should match the options you selected in the prior section for your estimates. The changes you make here will only apply to this particular estimate template. This could be very useful if you want to customize your email messages to a particular set of your customers. To do so, create a custom template for each set of customers and apply that template when you generate a sales form.

Changing the default email message for custom invoices and sales receipts follows the same procedure. From the Custom forms style window, create a new invoice or sales receipt or edit an existing one and go to the Emails tab.