In this tutorial, you’ll learn how to set up email messages to your customers in QuickBooks Online. First, we’ll cover how to set up your companywide default email message to accompany invoices and other sales forms. Then, we’ll show you how to override the default message with a custom message for your customized invoices, estimates and sales receipts.
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This tutorial is part of Fit Small Business’s Free QuickBooks Tutorials. This tutorial can be completed by either watching the video below or reading the detailed instructions and screenshots at your own pace. The video was recorded with an older version of QuickBooks Online. While the basic process of setting up messages has remained the same, some of the menus have minor changes. The step-by-step instructions and screenshots have been prepared with the most recent version of QuickBooks.
The Importance of Setting Up Messages
Messages allow you to customize the email you send to your customers along with their invoices, sales receipts, and estimates. You can create a different message for each type of sales form. In addition, you can select multiple people in your organization to be copied on all sales form emails.
Gather Your Information: Checklist for Setting Up Messages
You should decide on the following items prior to completing this tutorial. Of course, you can always come back and make changes later.
- Determine the exact wording for your emails that will accompany your:
- Sales receipts
- Decide who in your business should receive copies of outgoing emails.
How to Set Up Messages in QuickBooks
You can set up your messages in QuickBooks Online in six steps:
1. Navigate to your sales options, by clicking on the gear icon, selecting Account and settings in the first column, and then choosing Sales in the left menu bar.
2. Open the message options by scrolling down and clicking anywhere in the Messages section.
3. Select a form type from the drop-down box under Sales form. You can review the default email message and options for each of the following forms:
- Credit memo
- Sales receipt
- Refund receipt
4. To set a different message to accompany a custom sales form, scroll up and click on the green Customize look and feel button.
5. Select the custom sales form for which you want a custom email message.
6. Click the Emails tab at the top of the edit sales forms screen and provide the text and options for your custom email message.
Keep reading for additional instructions and screenshots illustrating how to complete these steps.
Navigate to the Sales Settings to Set Up Messages in QuickBooks
Messages to accompany sales forms are set up in the sales portion of the company account and settings. Click on the gear icon in the upper right corner of the screen and then select Account and settings in the first column:
Now click Sales in the left menu bar to view the sales options and scroll down.
Click in the Messages section to show the options available to format your default emails:
QuickBooks provides a suggested email for each type of form, but you can change the emails with the following fields:
A. 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.
B. Sales form: You can change the suggested email message for each of the following customer forms:
- Credit memo
- Sales receipt
- Refund receipt
Select Invoice and then complete the information in the remaining section to create a default invoice message. Then, select Estimate and complete the information to create a default estimate message. Repeat the process for all six forms. Each form can have a completely different email message.
C. Email subject line: You can change the standard email subject line provided by QuickBooks, but I recommend keeping the form number for customers that might receive multiple invoices in a short period of time.
D. 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, I recommend you create a custom invoice just for them, which can include a custom email message that we will 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 Sales form (item A).
E. 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.
F. Sales form: Leave this field blank. There are two fields labeled “Sales form.” The lower field labeled “F” in the above screenshot 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.
If you want the default messages set above to be sent with all your sales forms, then you’re done. However, if you have custom sales forms for which you want a different email, then you need to return to the customization options for that form.
How to Create Email Messages for Custom Invoices and Sales Forms
So far in this tutorial, you have learned how to set up the default email message for various sales forms. Now, I’ll show you how to change that default message for customized forms. From the Account and Settings Sales tab click on the green Customize look and feel button:
The Custom form styles window displays all the custom sales forms you have created. For this tutorial, let’s create a new custom estimate form. Click on New style in the upper right corner and then select Estimate from the dropdown menu:
You’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 view the options available:
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 an estimate.
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.
You’ve learned how to set companywide messaging options, including creating emails for invoices and other sales forms. In addition, you learned how to customize the default email settings for custom invoices, estimates, and sales receipts.
The next tutorial in our QuickBooks Online training course is How to Set Up Customer Statements in QuickBooks Online. This tutorial will cover a few options that are available for formatting the statements you send to customers.