How to Email Invoices from QuickBooks

QuickBooks makes it easy to create and send invoices directly to your customers by email. Whether you are using QuickBooks Online or the desktop version, emailing invoices helps streamline your billing process, improve cash flow and keep a clear digital trail of your financial communications.

In this article, you will learn how to email invoices from QuickBooks, how to customise your message, how to check if the invoice was delivered and what to do if your client does not receive it. The process is straightforward, but there are a few settings and features worth understanding to get the most out of it.

Creating and emailing an invoice in QuickBooks Online

To email an invoice in QuickBooks Online, first create the invoice by navigating to the “Sales” or “Invoices” section. Click “New Invoice” and fill in the necessary details such as the customer name, invoice date, due date, items or services sold, and the total amount.

Once your invoice is complete, click the green “Save and send” button. This opens a preview window where you can check the PDF version of the invoice and customise the email message.

The default email includes a subject line and message body, which you can edit to suit your tone and branding. For example, you might change “Please find your invoice attached” to something more personal or detailed. You can also add CC or BCC recipients if you want someone else to receive a copy.

Click “Send and close” to deliver the invoice directly to your customer’s inbox.

Emailing invoices in QuickBooks Desktop

If you are using QuickBooks Desktop, the process is slightly different but equally simple. Open the invoice you wish to send or create a new one. Once the invoice is saved, click the “Email” button at the top of the screen. QuickBooks will prompt you to choose your email option — this could be “Invoice,” “PDF,” or a custom template.

After choosing your preferred format, a draft email appears with the invoice attached. You can then modify the message, add any necessary notes or adjust the subject line before sending.

For this to work, QuickBooks Desktop must be connected to your email client, such as Outlook, or set up with webmail like Gmail. You can configure these settings under the “Preferences” menu in the “Send Forms” section.

Customising your email settings

In QuickBooks Online, you can adjust your default email settings by going to the gear icon, selecting “Account and Settings,” then navigating to the “Sales” tab. Here, you can set your preferred email message, change the subject line, and update the sender name and reply address. This helps ensure a consistent, professional impression with every invoice you send.

In QuickBooks Desktop, these settings are found under the “Edit” menu, within “Preferences,” under “Send Forms.” You can set default email templates and manage how invoices are sent depending on the customer or transaction type.

Checking invoice delivery status

QuickBooks Online includes tracking features that show whether an invoice has been viewed. Once sent, return to the invoice in question, and you’ll see a status update such as “Sent,” “Viewed,” or “Paid.” This is helpful for confirming whether a customer has received and opened the invoice.

QuickBooks Desktop does not offer the same tracking, but you can check your email client’s sent folder to confirm delivery.

If your customer claims they did not receive the invoice, ask them to check their spam folder. You may also want to verify that the email address on file is accurate. In some cases, adding your email address to their approved sender list will prevent future messages from being blocked.

Automating recurring invoices

If you bill customers regularly, you can set up recurring invoices and have them emailed automatically. In QuickBooks Online, this feature is available under the “Make recurring” option within the invoice screen. You can set the frequency, duration, and whether the invoice should be emailed automatically or saved as a draft.

QuickBooks Desktop also supports memorised transactions, allowing recurring invoices to be created and sent on schedule. This is especially useful for subscription businesses or services with fixed monthly fees.

Final thoughts

Emailing invoices through QuickBooks is a fast, efficient and professional way to manage your billing process. It not only saves time but also improves your chances of being paid on time by keeping communication clear and timely.

Whether you are using QuickBooks Online or Desktop, take advantage of the customisation, automation and tracking tools available. With the right setup, you can streamline your invoicing, reduce admin time and present a consistent, trustworthy image to your clients.