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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?

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

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?
    text goes here
  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.

  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?
    text goes here
  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?

    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
8/30/2015 12:50:24 AM
QYPPRDQBKSWS09 9125 Pro 2015 8b396d