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J_S_R
Apr 20, 2020 8:29 AM UTC
Question

Tracking Number Field

We do not use the Quickbooks Shipping Manager because it is too limiting and we have a separate solution that handles all of our shipping needs. We use Quickbooks Web Connector in order to import the tracking numbers into Quickbooks Desktop. This essentially adds the Shipping information as a "Shipping" Item on a line on the Invoice.

 

Customers get this information when we email them a pdf copy of their invoice. Several customers have expressed that they do not like having to go into the pdf to get the tracking number and when they do, it is not hyperlinked or anything in order to make tracking easier. 

 

In researching discussion topics, I see that Quickbooks online has fields for "Ship Via", "Ship Date", and "Tracking No." Importing this data into defined fields should then allow this information to be inserted into the email body. 

 

Does Quickbooks Desktop have the option for these fields? 

29 replies

BettyJaneB
BettyJaneB
Apr 20, 2020 11:31 AM UTC

Welcome back to the Community, @J_S_R.

 

Yes, QuickBooks Desktop has the option to add the Ship Via, Ship Date, and Tracking Number fields on the invoice. I can walk you through on how to accomplish this goal.

 

You can customize the invoice template and add the said fields above. This way, it will show up on your invoices and you can email them to your customers. Know that the Tracking Number field isn't available. However, you can enter this under the Other box.

 

Here's how to customize the template:

  1. Click on Lists at the top.
  2. Select on Templates.
  3. Choose your invoice template and click it.
  4. Hit on Additional Customization.
  5. Under the Header section, put a check-mark for Ship Date, Ship Via, and enter Tracking Number on the Other box. Make sure that the Screen and Print boxes are all checked.
  6. Press on OK when you're done.

I've attached a screenshot for your visual guide on the step number 5: 

 

From there, you'll be able to enter the details of these fields upon creating the invoice and have them sent to your customers afterward.

 

You can always check out these articles below for more techniques in customizing sales forms in QBDT and on how to email them:

If there's anything else that you need about this or with QuickBooks, let me know. I'll make sure you're all set. Have a lovely day!

    J_S_RAuthor
    Apr 20, 2020 2:38 PM UTC

    Thank you for that information. Once those field are enabled, is it possible to list them in the body of the email template. When I go to Edit>Preferences>Send Forms>Edit, the Edit Email Template gives the options of Inserting Fields. I would like to have a statement that says "Your order shipped on [Ship-Date] via [Sip-Via] and your tracking number is [Tracking-Numer]." but I do not see those available in the "Insert Field" drop down menu. Is there a way to include these in the email template? 

    SD91
    May 14, 2025 1:11 PM UTC

    Did you ever figure out how to put the tracking number in the body of the email? I know it's been five years but I don't see a direct answer to that and it would be really helpful.

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