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LadyRoxann
July 13, 2023
Question

Quickbooks Online now forces customer name (in really bad format with incorrect punctuation) to invoice email cover letters

  • July 13, 2023
  • 1 reply
  • 0 views

Please stop "upgrading." I don't have time to keep trying to fix the problems the "upgrades" are creating. I do NOT want my clients' names to be included in the email cover letters. I un-clicked that option long ago. It's still un-clicked.  But the names are on EVERY cover letter/email I send with no way to remove them.

 

No matter what I do now, ALL clients get:

 

"Hi [last name, first name],! Here’s your invoice from [my company]!" (Yes, there's a comma AND an exclamation mark behind their names. That might not both many. It bothers me. 

 

They know I'm sending an invoice. They know their names. That line can be deleted. I just want our very brief cover letter - nothing else. I'm hoping this will be a simple fix. If it is, I've spent too long trying to find it.

 

It's even more embarrassing with clients who are sub-clients to a master account. It adds all the sub client info AND the master account info in that first line. It's been two days and every client I invoice is getting these horrible, unprofessional emails.

 

It's also moved MY cover letter (the one that was working for me) further down. I guess I cross my fingers that they will scroll down to what I'm trying to convey. (?)  This is very frustrating. I'm writing to you at nearly midnight because I don't have time to fix this during the day

 

The invoices going out now with the most recent changes by QB are completely embarrassing.

 

I have UN-clicked everywhere I can find to remove client names from the invoice / reminder cover letters. But the weirdly formatted names are on every invoice cover letter and cannot be removed before I send.

 

Please help me correct this before hundreds more go out with such an unprofessional appearance.

    1 reply

    DivinaMercy_N
    DivinaMercy_N
    July 13, 2023

    Hi there, @LadyRoxann. I can see the urgency of this matter. I appreciate you sharing detailed information about your concern with the email template of the invoice in QuickBooks Online (QBO). I'm to provide insights about this.

     

    To prevent the greeting statement from showing when you send a customer invoice, you can uncheck the Use greeting box. Then, input a default message in the Message to Customer field. Please know that the changes will be applied to all sales form templates. Here's how:

     

    1. Select the Gear icon and choose Custom form styles.
    2. Then, click the Emails tab.
    3. From there, scroll down to the Standard email section.
    4. Uncheck the Use greeting box under the Subject field. 
    5. Input the email message in the Message to Customer box.
    6. When done, click Done.

     

    Next, create an invoice and ensure to select the correct template. To do so, just select the More button and choose from there. 

     

    For reference, check out this article: Customize invoices, estimates, and sales receipts in QuickBooks Online. 

     

    The program also allows you to email or print multiple sales forms in QBO. 

     

    I'm just around the corner to assist if you have other questions about managing your invoices. Have a good one and keep safe.

    F
    FSMBOATS
    July 13, 2023

    This didn't address his issue at all.  I am having the same issue - Quickbooks has implanted unwanted (and inappropriate) salutations, improper punctuation, their own canned email (which leads customers to believe we take payments we do not, i.e. Venmo).  There is no way to get rid of these changes.  ADDRESS THE ACTUAL ISSUE HERE SUPPORT STAFF.  And stop updating the few parts of the program that are fine AS IS.

      C
      CharleneMaeF
      July 13, 2023

      I understand that using the correct invoice message is vital when projecting a professional and trustworthy image, FSMBOATS.

       

      Let me make it up to you by ensuring you can personalize your email message.

       

      In QuickBooks Online, you can remove the greeting entirely from your email template and customize the subject line and the body content according to your preferences.

       

      Here's how:

       

      1. Go to the Gear icon and then select Accounts and settings.
      2. Select Sales.
      3. Scroll down to locate the Messages section, then click the pencil icon.
      4. Uncheck the Use greeting box.
      5. Edit the Email subject line box.
      6. Enter the email message you'd like to add to the invoice.
      7. Place a checkmark in the Email me a copy box to receive an email.
      8. Add the other info, then scroll down to click Save.
      9. After that, click Done.

       

      If you want to modify your sales forms, you can browse this article to learn how: Customize Invoices, Estimates, and Sales Receipts.

       

      Additionally, I've added this article that'll help you gently remind customers about invoice due dates to receive the payment on time: Send Reminders Automatically or Manually.

       

      Please let us know if you have additional questions or concerns about managing your sales transactions.  Keep safe!

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