Previously, QuickBooks Desktop was able to save our SMTP password without issue. However, now that our clients are using Microsoft 365 with Multi-Factor Authentication (MFA), they've had to create 'App Passwords' in order to send emails through M365. The problem: QuickBooks Desktop no longer saves the SMTP password. Here’s what happens: We open QuickBooks Desktop and log in.When we try to email an invoice or estimate, a dialog box appears asking for the SMTP password.We enter the App Password, and the email sends successfully.As long as we keep QuickBooks Desktop open, it continues to send emails without asking for the password again.However, once we close and reopen QuickBooks Desktop, the SMTP password prompt appears again. This issue occurs consistently across multiple installations and clients. Why is QuickBooks Desktop no longer saving the SMTP App Password for M365 accounts?Any insights or workarounds would be greatly appreciated.

Question

QuickBooks Desktop Not Saving SMTP App Password for M365

Forum|Forum|1 year ago
March 26, 2025
2 replies
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Previously, QuickBooks Desktop was able to save our SMTP password without issue. However, now that our clients are using Microsoft 365 with Multi-Factor Authentication (MFA), they've had to create 'App Passwords' in order to send emails through M365.

The problem: QuickBooks Desktop no longer saves the SMTP password.

Here’s what happens:

We open QuickBooks Desktop and log in.
When we try to email an invoice or estimate, a dialog box appears asking for the SMTP password.
We enter the App Password, and the email sends successfully.
As long as we keep QuickBooks Desktop open, it continues to send emails without asking for the password again.
However, once we close and reopen QuickBooks Desktop, the SMTP password prompt appears again.

This issue occurs consistently across multiple installations and clients.

Why is QuickBooks Desktop no longer saving the SMTP App Password for M365 accounts?

Any insights or workarounds would be greatly appreciated.

QuickBooks Desktop

J

Jeff_S

Once you've authorized QuickBooks with your webmail account, QuickBooks Desktop (QBDT) will securely store your webmail credentials, @edzila. Let me walk you through some troubleshooting steps to fix this.

First, ensure that your QBDT is updated to the latest release.

If you are using Windows 10 or 11, you can check the Credential Manager in Windows. In particular, this step will allow you to view and delete saved credentials for signing into connected applications. Therefore, I recommend collaborating with a computer expert or an IT professional on this matter.

In the Credential Manager, look for any incorrect or outdated entries related to the M365 email account, and review or modify them. Then, reconnect to the webmail within QBDT: Connect your email to QuickBooks Desktop.

Once done, you can try sending an invoice again to test it if it resolves the problem.

If the issue persists, consider temporarily turning off your User Account Control as this can be an issue regarding user access permission. In this step, please know to turn it back on after this to prevent security risks on your computer. Here's how:

On your keyboard, press Windows+R to open the Run window.
Type Control Panel. Then select OK.
Select User Accounts. Then select User Accounts (Classic View).
Select Change user account control settings. (Note: If you are prompted by UAC, select Yes to continue).
Move the slider.
- Set to Never Notify and select OK to turn UAC OFF
- Set to Always Notify and select OK to turn UAC ON ( Note: if prompted by UAC, select Yes to continue.)
Restart the computer.

You can also refer to this guide for other troubleshooting options: Fix webmail password issues in QuickBooks Desktop.

Moving forward, if you want to send forms by batch or individually, you can refer to this link: Email sales forms, invoices, and statements in QuickBooks Desktop.

For further assistance related to emailing invoices, click the reply button below. I'm always here to help.

E

edzilaAuthor

Thank you, Jeff. I appreciate your insight. I am myself an IT professional, so no worries there. I will dig into these suggestions. I was worried that QuickBooks desktop was still only supporting basic authentication.

A

ArielI

As a QuickBooks user, I also get how important it is to save your SMTP password in QuickBooks Desktop to avoid logging in repeatedly. Let me connect you with the right support team who can provide further explanation about the changes happening in your QuickBooks Desktop. They'll be able to assist you in understanding and addressing this matter so you can continue running your business smoothly.

To connect with them, you can follow these steps:

Open QuickBooks Desktop.
Go to Help, then select QuickBooks Desktop Help/Contact Us.
Enter a question, keyword, or topic you need help with.
If you can't find answers to your questions, select Contact Us to be connected to an expert for help.

Additionally, you can check this article to help you receive the payments for those invoices: Record an invoice payment.

We can also discuss the recording of an invoice payment further for you if you need help with that. Simply click the Reply button, and we’ll be right here, ready to support you through every step of the way.

E

edzilaAuthor

No disrespect intended, but this seems very much like an AI generated generic response that was just copy and pasted…

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