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P
poy
August 17, 2020
Question

How do add "pre-filled" invoice number on the email's subject line?

  • August 17, 2020
  • 2 replies
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2 replies

K
Ken - Product Champion
August 17, 2020

Hello Poy,

 

Here are the steps to add in the invoice number by default when emailing invoices:

  1. Select the Gear icon in the top-right corner
  2. Select Custom Form Styles
  3. Select Edit next to the invoice template you wish to customize
  4. Select the Emails tab at the top
  5. In the Subject line, input the following text within your desired text to have the system pick up the invoice number automatically:   [Invoice No.]
  6. Select Done

Once you input that text within the Subject line, it will substitute the correct invoice number when you send an invoice.

 

-Ken

P
poyAuthor
August 17, 2020

Nice, thanks for that. 

 

Where can i find all of these pre-filled things (eg [Invoice No.])?

    Steven_Product Champion
    Steven_Product Champion
    August 17, 2020

    I have just tested myself and can see even though in the "preview" of the invoice before being sent does not contain the invoice number. When the customer receives your invoice it will contain the Invoice Number in the subject line. 

      F
      frederickhetu
      September 12, 2024

      In my case, none of the options works. The subject line of the email still mentions [Nº de la Facture ] instead of actually putting the invoice number. 

      A
      Anonymous
      September 12, 2024

      We don't want you to have this kind of experience, @frederickhetu. Allow me to help you fix your issue with the subject line of your invoice email in QuickBooks Online, (QBO).

       

      Firstly, may I ask if you have integrated a third-party app? This might be the reason why the invoice number was changed. Also, have you checked if you are using the modern view or the invoice template? If none of these are applicable, I suggest using a private browser to isolate the issue. This disregards website cookies and doesn’t save any browsing history or data.

       

      Here are the shortcut keys:

       

      • Mozilla Firefox and Microsoft Edge: Press Ctrl + Shift + N
      • Google Chrome: Press Ctrl + Shift + N
      • Safari: Press Command + Shift + N

       

      If that works, return to your regular browser and clear its cache and cookies to refresh website preferences that may be causing problems when using QuickBooks Online. Otherwise, you use a supported browser.

       

      Additionally, when your customer submits a payment, it's important to record it in QBO to ensure alignment with your invoice records.

       

      I'm just a post away if you need further assistance managing your invoices in QBO. Stay safe.

      M
      marco_mtl
      April 27, 2025

      This broke (at least in the French version) between March 19th and March 26th on my side. I also do business with other QBO customers and their own invoice started not filling up the "[Nº de la Facture ]" macro (also, that extra space at the end is how QBO defines it and it trigger my OCD big! You should fix that too).

       

      To be 100% clear, I DID NOT change ANYTHING in our company settings. NONE. On March 19th I sent an invoice and the macro was properly expended to the invoice number. On March 26th from the same company I sent another invoice and the macro WAS NOT expended properly.

       

      I tried fixing it for 30min and could not. Then I received an invoice from a supplier using QBO and he had the same issue. I pointed it out to him saying that this had started on our end too and he also tried to fix it for 30min or so without success.

       

      Marco

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