QuickBooks 101: How to Create a Custom Email Template

You don’t have to send the same generic-looking invoice or receipt to all of your business’s customers. If you use QuickBooks, you can create custom email templates for forms such as these. It’s a native feature of QuickBooks Desktop. Custom email templates serve the same purpose as the default forms, but they allow you to customize the included elements to fit your business’s needs. How do you create a custom email template exactly?

Switch to Single-User Mode

Make sure your QuickBooks account is in single-user mode. QuickBooks offers single-user mode and multi-user mode. The former means only a single user can access the company file, whereas the latter means multiple users can access the company file. If your QuickBooks account is currently in multi-user mode, go ahead and switch it to single-user mode.

Single-user mode is available by clicking the “File” menu in QuickBooks and selecting “Switch to Single-User Mode.” Switching to single-user mode will ensure that you have the necessary permissions to create a custom email template.

Choose a Transaction Type

When you’re ready to create a custom email template, click the “Edit” menu and choose “Preferences.” You should see an option for “Send forms.” Clicking this option will reveal a “Company Preferences.” After selecting the “Company Preferences” tab, choose “Email” as the default delivery method.

The “Email Templates” menu has several different types of transactions from which you can choose, such as invoices, estimates, statements, sales orders, sales receipts, purchase orders, overdue invoices and more. Choose the transaction type that you want to create the custom email template for. Keep in mind that you can create multiple email templates for any given transaction type.

Add the Template

Upon choosing a transaction type, you should see an option for “Add Template.” Clicking the “Add Template” option will add it to your QuickBooks account.

QuickBooks will require you to enter a name for the template. The name won’t be shown in the actual form, meaning your business’s customers or vendors won’t see it. Nonetheless, you should choose a memorable and relevant name so that you can recognize the template internally. After naming the template, you can then customize it. You can enter a custom subject line and body text, and you can add dynamic data t using the “Insert Field” option. When finished, click “Save” to complete the process and save your new custom email template.

Did this tutorial work for you? Let us know in the comments section below!

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