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BlackInk3200
March 9, 2021
Question

Multiple emails for a customer

  • March 9, 2021
  • 3 replies
  • 0 views

Quickbooks Online is VERY elementary with regards to Customer Contacts (Vendors also for that matter) I dont see where you can have invoices go to email [email address removed] and statements go to [email address removed] is that right? I dont even see a place to keep track of multiple contact info at all. Right now, I have a huge list of customers that want the statements emailed to their accounting office email, which is different than the main customer email. It requires me to remember, and manually type email addresses in the statements screen each month. Not to mention interim statements if someone asks. As an accountant user, Its almost impossible to keep this up for multiple of my clients. HELP

    3 replies

    J
    jamespaul
    March 10, 2021

    Hello, BlackInk3200. 

     

    I would also want to be efficient in keeping track of my lists. I'll shed some light on how the emailing system works in QuickBooks and help you manage your customer's email addresses. 

     

    The invoices and statements will go to the email entered in the customer profile. We're unable to specify where a specific email address would go at this time. 

     

    To keep track of your customer contact information, you'll want to run the Customer Contact List report. Simply go to the Reports menu, then search "Customer Contact List" in the search box. 

     

    Also, you can enter another email address (the accounting office email in this case) in the customer profile. You'll want to add a comma to separate the main and the office email addresses. Here's how:

     

    1. Go to your Customers list in QuickBooks Online.
    2. Find and select your customer.
    3. Click the Edit button.
    4. In the Email box, enter the accounting email address (separated by a comma). 
    5. Click Save.

     

     

    Do this to the rest of your customers. When you send a statement (or any transaction), it will be sent to the main and the accounting office email addresses. 

     

    Our engineers might change the flow and add more features on how you'll be able to email customers (and vendors). You'll want to check out our QuickBooks Blog for future releases and new updates. 

     

    Do you have other tasks to tend to in QuickBooks? Our help content can definitely help you out. Browse them in our articles list page and look for an article. 

     

    Let's hear your other concerns if you have any. I'm willing to help you out in completing your tasks in QuickBooks. 

      B
      BlackInk3200Author
      March 10, 2021

      Thank you for that jamespaul, however I am aware of that option, as that is what I have been using. That is what I consider very elementary. This day in age, people inboxes are blowing up with bulk emails and my customers have all requested that they only get emails that pertain to them. For instance, the sale rep does not want their inbox full of statements, and other correspondences meant for accounting, etc... and the accounting office does not want sales orders, warehouse manager only wants tracking info, and so forth. Seems simple to add multiple contact info like all other programs feature including Intuit QuickBooks Desktop versions. But thank you for your reply

        Fiat Lux - ASIA
        Fiat Lux - ASIA
        March 10, 2021

        @BlackInk3200 

        Consider having a CRM app.

        L
        LB1102
        July 21, 2021

        I have the same scenario:
        Several customers have a payables (data entry) e-mail where invoices are to be sent; this is currently the forced set-up as the 'default' e-mail address on their profile in Q.B.; these customers also have a DIFFERENT, accounting department e-mail address where statements are to be sent. (This is the norm and has been for quite some time in business, as different departments have different duties and process only specific forms) When I generate statements, I have to keep a separate compiled listing of these customers that require them to be sent to a different e-mail address other than the default.  Surely there must be a field setting that allows e-mail addresses to link to different forms?? Or is this a customization that users would have to pay for?  This is very frustrating not being able to discern who gets what, with what would be a simple field assignment.

          C
          Catherine_B
          July 21, 2021

          Hi there, LB1102.

           

          I definitely understand how convenient it can be to be able to assign different email addresses to each sales form. Please know that we closely monitor feedback submissions and take them into consideration when prioritizing feature development. Here's how you can sen your request: 

           

          1. Log in to your QuickBooks Online account.
          2. At the upper-right, click the Gear icon. 
          3. Select Feedback.
          4. Enter your suggestion and click Next. 

          You'll want to check out our QuickBooks Blog page on any feature updates.  Meantime, you'll want to manually enter the email address on the customer's statement or check out for our supported third-party apps. 

           

          Let me know if you have other questions in handling your sales transactions. Take care!

          P
          PTL LA
          January 8, 2024

          Hey totally agree!! Just switched to qb online from desktop…. Why is this taking so long just to add some more characters or fields to be able

          to send invoices and statements to more email addresses….. that’s a huge way to loose people as there is alot

          of programs to compete and the clients have been asking now for I believe 6 years as I am reading all these threads! Let’s go qb it can’t be that hard…. Any solutions in the workings or you gonna keep loosing companies from the construction side of things… 

            Q
            Q-AskAlot
            April 29, 2024

            Our business needs this as well- different departments need a different part of the process. Paid Receipts go to someone different than an Estimate, and yet another department for the actual Invoice. It is almost May 2024.

            I
            IrizA
            April 29, 2024

             Let me chime in and share some tips on how to send an email to multiple customers, Q-AskAlot. 

             

            If you're using QuickBooks Online (QBO), you can add multiple emails within your forms or your customer's window by adding a comma "," after typing the first email address. Let me explain the process in detail: 

             

            To add multiple email addresses within your customer's profile: 

             

            1.  Go to the Customers & Leads menu and choose Customers. 
            2. Find your customer by typing their name in the Search bar or by scrolling down, and then clicking on their name.
            3. Click on the Edit option located beside the New Transaction option.
            4. Within the Email field, type the first email of your customer.
            5. After adding the first email, add a comma, and then type the name of their second email address. 
            6.  Once done, press Save. 

             

            To add multiple email addresses within your forms: 

             

            1. Go to the left navigation panel and click on the +New icon. 
            2. Choose the transaction you want to create. 
            3. In the Email field, type the first email of your customer.
            4. After adding the first email, add a comma, then enter their second email address. 
            5. Fill out other information as required. 
            6. Once you're done, press Save. 

             

            You can also customize invoices, estimates, and sales receipts in QuickBooks Online to add some personalization and specific information to your sales forms. 

             

            If you have any other questions, feel free to leave a comment below. I'm always here to provide some assistance.

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