Solved

How do I change to default email I sent my invoices from?

Forum|Forum|7 years ago
December 11, 2018
11 replies
0 views

I don't want to change the message, I want to change to email the invoices are sent from

QuickBooks Desktop

Best answer by SkinnyRaven

In the top area of the send window there is an option to select the from account, assuming you have more than one setup in Apple mail.

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SkinnyRavenAnswer

In the top area of the send window there is an option to select the from account, assuming you have more than one setup in Apple mail.

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IntuitBrooks

There's also the built in email send functionality if you don't want to use Apple Mail or Outlook. That is configured in QuickBooks->Preferences under Mail.

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Barbaraegg

I want to change the email that invoices are sent from in 2016 QB Pro. How do I do that?

Email the answer to me at Barbaraegg1963@gmail.com

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Willow Grey Interiors

Hi, did you get this resolved? And how?! I keep sending invoices from my personal email address and then clients email me to that account at all times of the day/night!

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Alessandra_B

Hey there, @Willow11_2 Grey Interiors.

Allow me to guide you on how you can set up another email address as a default on the QuickBooks preferences.

To do this, let me walk you through the steps:

Click on Edit from the menu bar.
Choose Preferences.
Click on Send Forms from the left panel.
Under Company Preferences, set the email as default.
Select Yes on the pop-up.
Click on OK.

That's it! Your customers will email you using the email address set on the template.

Feel free to leave a comment if you have other concerns. I'll be sure to get back to you.

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imagemarket

Looks like a QuickBooks programming bug to me...

I've had the correct email address set up in the BCC field under:
Edit > Preferences > Send Forms > Company Preferences

However, when I Email an Invoice, Outlook opens with the attached PDF invoice, but the Email Send From address is not what is setup above, it's one of my other 10 email accounts that I have set up in Outlook, and it's not even the default email account I use for Outlook.

I shouldn't have to manually change the 'Send From' email address for every single invoice I want to send from Quickbooks.

Any solutions for this problem?

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CynthiaF

I have been having the same problem. QuickBooks via Outlook is sending invoice and purchase order emails from my personal account. My personal account was not my default account so I could not figure out why this was happening. I just discovered that Outlook had the default data file as my personal account. When I changed this to the data file for my work email QuickBooks now sends the invoice emails correctly.

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ABurcham

Yay! This is the answer I was looking for. Thank you for sharing!

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RSWarehousing

I have the same problem with the added bonus of using QB for multiple companies. No matter which company I am logged into, it wants to send invoices from the same (often incorrect) email address. QB should simply add mail server settings within their program and send the invoices from QB, not through Outlook. Then the preferences would align with whatever company file you are logged into.

DivinaMercy_N

The Community has you covered, @RSWarehousing. I've got some further troubleshooting to help you with the incorrect email when sending an invoice.

To start, let's first check your email set up in the email preferences in QuickBooks Desktop. Let me walk you through the process:

Navigate to the Edit menu and choose Preferences.
Click Send forms.
Go to the My Preferences tab and tick the WebMail radio button,
Hit the Add button and look for your provider from the drop-down then enter your email address.
Make sure that the Use Enhanced Security checkbox is checked (You can uncheck the box for Use Enhanced Security if you receive the error message: Network Error. Please try again.), then select OK.
If prompted, log in to your Intuit account. The username or email address you use here may not necessarily be the same as the one you are connecting to your QuickBooks.
You'll see your webmail provider's login page. Sign in and select to grant Intuit access.

Once done, send the invoice again. For the detailed steps, please see this article: Connect your email to QuickBooks Desktop.

If you still encounter the same thing, I suggest reaching out to our technical support team to further investigate the root cause of the issue. They use specific tools to do a screen share to give further instructions. Follow along below to connect with them:

Click the Help menu at the top, and then select QuickBooks Desktop Help.
Hit Contact Us.
Enter a brief description of your issue, for example, Invoices send from the same (often incorrect) email address in QuickBooks.
Tap Let's talk.
Choose Start a chat.

Here's a great source where you can find articles that can help you in managing your books in QuickBooks, please visit our QBDT help articles page. This includes topics such as reconciliation, track income, and expenses, run reports, etc.

Feel free to post here in the Community if you have any concerns about emailing invoices in QuickBooks. I want to make sure you're taken care of, and I'm here to help you anytime. Take care always.

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shueck

Hello,

Thanks for the response, but I don't want to change my email from Outlook to a webmail service. I have 2 Outlook accounts, a personal account and a business account. Cox says I need to have my personal account as the default account but I changed my default send/receive account to my business account anyway and Quickbooks STILL sends from my personal Outlook account.

Quickbooks options:

1. Webmail

2. Outlook: I want to use Outlook

Outlook options:

1. personal email account: not currently set at the default send/receive account in Cox but Quickbooks defaults to this account when sending forms/invoices anyway.

2. business email account: the one I want to use but can't get Quickbooks to understand this command.

It shouldn't be this difficult. What am I missing???

Susan

K

Knotworking

This is still NOT "Solved" but has been an issue for years. If you're using QB desktop and you have multiple email accounts in Outlook (i.e. a work and a personal account) you can NOT change the default email account for invoicing. It doesn't matter what the Outlook default account is. What does matter is the email account that is the Outlook default "data file". By the thread it's obvious that this has been a problem for a while. The Outlook default data file is what controls your Outlook to-do bar and calendar. You could change your default Outlook data file to the work account and your QB invoices would send correctly but that's not an acceptable solution for changing Quickbooks default email account since you'll mess up your Outlook calendar and To-Do bar. You could "send" the invoice and quickly change it while it's in your outbox to another "From" email account (you'd have to do that for every invoice you send which again is not a good solution) Quickbooks still needs to fix their "default email" problem if they really care about us sending emails from the correct business account instead of our personal account.

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steven24

I have the same problem but we have quickbooks online. I send an estimate and it shows that the estimate was sent from quickbooks not my email.

AlcaeusF

Greetings, @steven24.

I appreciate you joining this conversation. Allow me to hop in and share information about sending estimates in QuickBooks Online (QBO).

In QBO, estimates and other sales forms that are being sent have a default From or outgoing email address, which is the <quickbooks@notification.intuit.com>. However, when the client replies to the email sent, it'll directly send it to the company email.

Let's check your company email and the template used for invoices and estimates. Here's how:

Go to the Gear icon at the upper-right.
Select Account and Settings.
From the Company menu, click the Contact info section.
Look into the Company email and then Save and then Done.

To verify the template design of the default one, you can follow these steps:

Go back to the Gear icon, select Custom form styles.
Select the invoice template that's set to default or the one you used when sending these invoices or estimates.
Go to the Emails tab.
At the right part of the window, you'll see a sample that has the Subject and From details.
Click Done.

Also, before you send the estimate, a Send email window will help you verify first the email address, subject, and message body.

To learn more about managing and customizing sales forms in QBO, consider checking out this article: Customize invoices, estimates, and sales receipts in QuickBooks Online.

For tips and other resources, you may also visit our website for future reference: QBO self-help articles.

Please click the Reply button below if you have more questions about estimates or anything else QuickBooks. I'm always here to help. Take care and have a good one.

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Lisalisa2

Finally found it! When you click Create Invoice and a new invoice page opens, look at the bottom of the page and click on Edit Work Info. There you can change the sender's email, physical address, and phone number. Took me way too long to figure this out! Hope this helps someone else.

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Insure Organics

If you have tried all the suggestions below and none have worked, try this:

In Microsoft Outlook go to File > Options > Mail. Now, this will only work if you have set your default email.

Under Send messages > Click the box next to "Always use the default account when composing new messages"

If you have not set your default email account in Outlook, then do this:

In Outlook click on File > Account Settings > from the drop down menu choose Account Settings > under the Email tab, click the email you want to use > Click Set as Default

That should work.

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LaSings

Yah Hoooooo!! I Finally figured it out!!

Quickbooks uses the default "Data" email from Outlook to send invoices. I did not realize there were two places to change the default emails in Outlook. I was trying to figure out why my outgoing emails were not defaulting to my default email and stumbled across this information.

There are a bunch of tabs in the Email Account Settings that I never looked at much. The first one is your standard "Email" options. The second one is "Data Files." THAT's what you have to change.

In Outlook go to File>Account Settings>Account Settings>Data Files

Click on the one you want your invoices sent from and then click "Set as Default."

Close and done! 🙂

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