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Email statements

You can email statements to your customers directly from QuickBooks. When you email a statement, your customer receives it as a PDF file attachment to the email.

Note: You cannot save a statement as a PDF file with the command File - Save as PDF (the choice is grayed out), but you can email it to yourself, which will attach the statement as a PDF file.

First-time emailer from QuickBooks?

If this is the first time you have attempted to email from QuickBooks, you are given the opportunity to register your email address with QuickBooks Business Services and to sign up for QuickBooks Billing Solutions and QuickBooks Merchant Account Service. Emailing from QuickBooks is free, but Intuit suggests you create a Business Services Account before you send your first email. You can use the same login information to access any service on the Intuit Business Services network.

Creating an Intuit Business Services account offers several benefits:

  • Allows our servers to identify you and your company so that we can process your service requests and provide you with a custom experience. This also allows us to send you pertinent messages related to the services you have subscribed to.

  • Allows you to access the Web-only features of your services from outside of QuickBooks.

  • Protects your data in case of computer problems.

  • Helps keep your account secure by verifying your identity.

  • By providing your login name and password each time you connect to Intuit Business Services, you help to keep your account access secure.

See also

With QuickBooks Billing Solutions, you can enable a statement for online payment, and your customer has the option of paying it online.

With QuickBooks Merchant Service andBilling Solution, you can give your customers the option to pay you online from a secure Web site hosted by Intuit, whether you send them invoices or statements by e-mail, invoices you print and mail yourself, or invoices you send with the QuickBooks mailing service.

Of course, your customers do not have to pay you online. They can send you a check instead, for example.

To do this task

  1. To sign up to receive online payment through QuickBooks Billing Solutions, open the Billing Solutions Service information page Shortcut. This page contains important information about the service.

  2. Notify your customers that you are about to provide a new way for them to receive and pay invoices or statements.

  3. Enable either an invoice or statement for online payment.

    • To enable an invoice for online payment, select the Allow online payment checkbox on the Create Invoices window.

    • To enable a statement for online payment, select the Allow online payment checkbox in the Edit E-mail Information window.

    If you do not want a particular customer to pay you online, simply clear the checkbox.

To do this task
  1. Go to the Customers menu and click Create Statements.

  2. Select One Customer, click the drop-down list, and then choose the customer's name. If there is a particular job associated with this customer, you can send a statement for that job by choosing the job name.

    When you write an invoice, you must enter the customer's name in the Customer:Job field. If you are tracking separate jobs for that customer, you can also enter the name of the job after the customer's name. Enter a colon (:) between the customer's name and the job name. QuickBooks interprets the name before the colon as the customer and the name after the colon as the job.

    The Customers & Jobs list holds all the information about your customers and the jobs you are performing for them. If your company never does more than one job per customer or if you do not want to track individual jobs, you need not enter job names. If you don't track jobs, your Customers & Jobs list contains customers only.

    The Customers & Jobs list is the same list as the Customer:Job list. It is called Customers & Jobs in the Customer Center, and it is called Customer:Job on the invoice and other forms.

    How do I send statements to several customers?

    If you have more than one customer to send statements to, you can have QuickBooks send the statements out in a single batch.

    To do this task

    1. Go to the Customers menu and click Create Statements.

    2. Select the customers that you want to create statements for.

    3. Click View Selected Customers to verify your selection.

    4. Click E-mail.

    5. In the Select Forms to Send window, make changes as necessary.

    6. Click Send Now.

  3. (Optional) If you are sending statements to multiple customers, click View Selected Customers to verify your selection.

  4. Click Email.

  5. In the Edit Email Information window, check the e-mail addresses in the From and To fields.

    The To field should show your customer's e-mail address. The From field should show your company's e-mail address.

  6. If other people should receive a copy of the statement, enter their e-mail addresses in the Cc or Bcc fields.

    How do I enter more than one e-mail address?

    You can enter multiple email addresses in the To, Cc, or Bcc fields. Use commas (,) or semi-colons (;) to separate the addresses.

  7. If needed, change the email message so that it is appropriate for your customer. To do so, click anywhere in the email and enter your changes.

  8. (Optional) Edit the default email message for statements.

    You can set defaults for the Bcc email address, the Subject line, and the text for emails by clicking Edit Default Text and entering information on the Company Preferences form. If you want to receive a copy of the email, enter your own email address in the Bcc field.

  9. Spell-check the email.

    Checks the spelling of words in the Description, Memo, Notes, and Message fields of most sales forms and other selected lists and forms. As a general rule, whenever you see the Spelling button, you'll be able to spell-check a field in which text can be entered manually.

  10. (Optional) If you are a Merchant Service subscriber, to give your customer the option to pay you online, make sure that the Allow online payment checkbox is selected.

  11. Click one of the following:

    • Send Now to send the statement immediately.

    • Send Later to hold the statement to be sent later, in a batch with other forms waiting to be sent.

To do this task
  1. Go to the Customers menu and click Create Statements.

  2. Select One Customer, click the drop-down list, and then choose the customer's name. If there is a particular job associated with this customer, you can sent a statement for that job by choosing the job name.

    When you write an invoice, you must enter the customer's name in the Customer:Job field. If you are tracking separate jobs for that customer, you can also enter the name of the job after the customer's name. Enter a colon (:) between the customer's name and the job name. QuickBooks interprets the name before the colon as the customer and the name after the colon as the job.

    The Customers & Jobs list holds all the information about your customers and the jobs you are performing for them. If your company never does more than one job per customer or if you do not want to track individual jobs, you need not enter job names. If you don't track jobs, your Customers & Jobs list contains customers only.

    The Customers & Jobs list is the same list as the Customer:Job list. It is called Customers & Jobs in the Customer Center, and it is called Customer:Job on the invoice and other forms.

    How do I send statements to several customers?

    If you have more than one customer to send statements to, you can have QuickBooks send the statements out in a single batch.

    To do this task

    1. Go to the Customers menu and click Create Statements.

    2. Select the customers that you want to create statements for.

    3. Click View Selected Customers to verify your selection.

    4. Click E-mail.

    5. In the Select Forms to Send window, make changes as necessary.

    6. Click Send Now.

  3. (optional) If you are sending statements to multiple customers, click View Selected Customers to verify your selection.

  4. Click E-mail drop-down and then click Send. Your e-mail program opens with the statement attached to the e-mail.

  5. Use your e-mail program to:

    1. Check the e-mail address in the To field.

    2. If other people should receive a copy of the statement, enter their e-mail addresses in the Cc or Bcc fields.

    3. If needed, change the e-mail message so that it is appropriate for your customer.

      How do I edit the default e-mail message for statements?

      When you email an invoice, statement, estimate, report, or other form, QuickBooks creates an email message to accompany the form. You can customize this message for each type of form you email. You can also set defaults for the Bcc email address and the Subject line.

      To do this task

      1. Open the Send Forms preferences.

        1. Go to the Edit menu and click Preferences.

        2. In the Preferences window, click Send Forms in the list on the left.

      2. Click the Company Preferences tab.

      3. Click the Change default for drop-down arrow and select a form type.

      4. (Optional) Click the drop-down arrows to change the salutation ("Dear," etc.) and the format ( , etc.) of the customer's name.

      5. (Optional) Enter one or more email addresses in the Bcc field. Each time you email this type of form, a blind copy of the email will be sent to the addresses listed here.

      6. (Optional) Enter a default Subject line.

      7. (Optional) Click anywhere in the email text and enter any changes you want.

      8. Click OK to save your changes.

      See also

    4. To attach other forms to this e-mail, create a PDF of each form you want to send to this customer and attach it to your e-mail.

  6. When the e-mail is ready, send it to your customer.

See also

KB ID# H_EMAIL_STATEMENTS
9/17/2014 10:39:22 PM
PPRDQSSWS407 9102 Pro 2013 5c2dd4