A Step-by-Step Guide on How to Email an Invoice in QuickBooks
                     A Perfect Guide on How to Email an 
Invoice in QuickBooks 
Do you want to learn how to Email an Invoice in QuickBooks? If so, 
consider reading the full article, which explains the process in detail. Here, 
it mentions emailing for both Windows and Mac. Invoices are helpful in 
recording sales transactions where customers make either no payment or 
only partial payment at the time of sale. They keep track of accounts 
receivable, helping businesses monitor and manage outstanding payments 
from customers. In QuickBooks, you also have the option to send or email 
the clients. These include sales forms, bills, and statements by email. You 
can save them to send later or send them one at a time.

Learn How to Send Individuals Emails 
in QuickBooks for Windows
When you use Windows and want to email invoices individually, you can 
take these steps:Click the email icon on the invoices.
1. Modify the form’s email message text before sending it. Note: You can 
still alter and personalize the email template that QuickBooks 
automatically selects for the form you choose.
2. Modify the email’s body and subject line.
3. Once you’ve finished editing, click Send.
Regarding statements
1. Select Create Statements from the Customers menu.
2. Choose the customer for whom you wish to create a statement from the 
list of Select Customers.
3. Choose E-mail and make changes to the email’s body and subject line.
4. Once you’ve finished editing, click Send.
Process of sending forms by batch
1. Before saving a sales form that you have created, choose Email later.
2. Click File, then Send Forms, when you can email the forms.
3. Examine the email form list. Take the checkmark off of any that you wish 
to send later.
4. The email preview appears in the send forms window. You can change 
the email wording to your preference or choose a different template.
5. Once you’re ready, click Send Now.
To send more than one form to the same 
recipient, take the following actions:
1. For each form you wish to send, tick the box.
2. Check the Combine forms to a recipient in one email checkbox.
3. Click “Send Now.”c
How Do You Add Several Contacts to 
Your Batch Emails?
Use these procedures to deliver a single message to several recipients. 
(Only the Plus and Enterprise subscriptions have this feature.)
1. Choose which email addresses to include or exclude using the dropdown 
menu.
2. Is it necessary to add a new email address? In the “add” field, type it. 
The email addresses that are not valid are indicated for your 
rectification.
In case you want to take an email out of 
Note: An email is only deletedt hwhee ng rermoouvepd from the list; QuickBooks 
does not delete the form.
1. Mark the emails you wish to have deleted with a checkmark.
2. Choose Remove.
3. Click on Remove Email.
How Do You Email Invoices in 
QuickBooks Desktop on Mac?
You may email any of your forms and their attachments from QuickBooks. 
You can use email tokens to send attachments and save documents as 
PDFs when emailing forms. Make sure to link your email to QuickBooks 
before submitting your forms.
Forward the form
1. Click the email icon on the form.
2. Modify the form’s email message text before sending it. Note: You can 
still alter and personalize the email template that QuickBooks 
automatically selects for the form you choose.
3. Modify the email’s body and subject line.
4. Once the From dropdown is selected, choose the desired email address 
to utilize.
5. QuickBooks will send the email immediately if you don’t check the 
option Save emails as drafts in email program.
6. Sending a PDF of the form without any text in the email body in 
QuickBooks 2020 or before, make sure to unselect the Include text in 
emails option. The ability to remove content from QuickBooks 2021 can 
only be accessed by clicking Send directly out of a QuickBooks 
using your email Account.
7. Once editing is complete, choose Send (or Save).
Forward forms in batch
1. Before saving a sales form that you have created, choose Email later.
2. Select the File menu and then Email Forms when you’re ready to email the 
forms.
3. Examine the email form list. Choose Select All if you would want to send 
them all.
4. Click on Email.
5. Then, email one form by following these instructions.
• Select Send Forms from the File menu.
• For each form you wish to send, tick the box.
• Mark the Combine forms to a recipient in one email checkbox.
• Click “Send Now.”
Forward a smart invoice
You can add a link in the email that enables your customer to pay the 
invoice online once you’ve saved it and configured your QuickBooks 
Payments options.
• After selecting your favorite invoice, click the share icon.
• (Details optional) Personalize the text that appears to your customer 
(the default in QuickBooks is “Pay Online”).
Important note: Do not modify the «payment link» token. If you want to 
switch your email client to QuickBooks, move to the section below.
Change the Built-in Email Program
When you email a PDF file from QuickBooks, it uses your default email 
client. Here’s how to adjust it if it’s not Outlook 2011 or Apple Mail:
Switch to Apple Mail as your email client
 Launch Apple Mail.
 Navigate to Mail and choose Settings.
 Next to the default email reader, select General and Apple Mail.
Switch to Outlook as your email client
1. Launch Outlook.
2. Navigate to Outlook and choose Settings.
3. Choose General.
4. Check the box to Make Outlook the default application for e-mail, 
contacts, and calendars.
QuickBooks must be closed and restarted if you want to make Apple 
Mail or Outlook your default email program.
Here’s How to Attach Documents to 
Email in QuickBooks
Follow the steps mentioned below to learn how to attach a document to an 
email in QuickBooks.
First, Save a Document as a PDF
You can save all sales forms, registers, graphs, reports, checks, lists, 
mailing labels, and 1099 forms in PDF file format to make sure all the data 
is recorded to your computer.. Alternatively, you can email them to your 
vendors and clients. Use Adobe Acrobat Reader to share, view, and print 
PDF files.
1. Choose the form that you wish to store.
2. Click on the Print icon.
3. Choose PDF and Save as PDF.
Use these procedures if you need to save more than one document:
4. Navigate to File and choose Print Forms.
5. Pick the things you wish to keep.
6. Verify that you choose every item you want to print from the list that 
appears.
7. Click OK.
8. Choose PDF and Save as PDF.
Each item is printed on a single page of a single PDF document.
Send a Document via PDF Attachment
Important: Only Apple Mail and Outlook 2011 are compatible email 
clients. If your default email client differs from this one, make sure to adjust 
it.
1. Choose the form that you wish to email.
2. Navigate to File and choose Email (form type) as PDF.
If you need to email more than one item, you can choose Email later for 
each open item. To transmit the forms, go to File and choose Email 
Forms.
Make Use of Email Tokens
You can choose email tokens to avoid entering every detail each time you 
send an email to a different customer. This allows you to email forms to 
several clients at once. A token has guillemet characters («»). For instance, 
when an invoice is emailed, QuickBooks substitutes the specific invoice 
number with «num.» The list of email tokens that you can use is as 
follows: contact: Your customer’s full name first name: Your customer’s 
first name; last name: Your customer’s last name num: The form’s 
number, which may be found on a sales receipt, invoice, credit card, memo, 
etc. payment link: A QuickBooks Payments link to the invoice po 
num: The purchase order (PO) number belonging to the customer; title: 
A salutation: (Mr., Ms., Mrs., Dr., etc.)
Attach the Items to Email
You can attach files to emails in order to share them.
1. Open the transaction or record with the attachments. 
2. The Attachments icon will appear. Select it. The window for 
attachments opens up.
3. Choose the file that you wish to send by email.
4. Click on the Share icon.
5. Choose Mail. 
6. After editing the email, click Send.
Include your Email Address
If the recipient’s address isn’t already registered in the vendor or customer 
list, you can add an email address on the Email Forms window. To input the 
email address, double-click the Email Address column. You will be prompted 
to save this email address in the vendor or customer list or to use it just 
once. Verify the validity of the email address to which you are sending the 
message.
Include a Message
 You can attach a note to emails to personalize them for your vendor or 
customer. From the Email Forms window, choose to Save the email as a 
draft in the email program. Email correspondence containing sale forms 
is stored in your email program’s Drafts folder. In this article on How to 
Email an Invoice in QuickBooks , we added several important 
information, including steps for sending emails in QuickBooks Desktop 
using Windows and Mac. You will learn to send individual emails and 
emails in bulk. You must now know how to change a few settings, select 
options, and checkboxes to email invoices.