How to E-Mail Invoices in QuickBooks 2012 - dummies

How to E-Mail Invoices in QuickBooks 2012

By Stephen L. Nelson

You can e-mail an invoice from QuickBooks 2012. To do this, click the Send button and choose the Mail Invoice command from the menu that QuickBooks displays. (The Send button appears at the top of the Create Invoice screen.)

When QuickBooks displays the Send Invoice dialog box indicate which e-mail account you want to use (web mail, an e-mail application such as Microsoft Outlook, or the QuickBooks e-mailing system), and provide the e-mail address and, optionally, a new e-mail message. Then click the Send Now button to send the invoice.


Alternatively, you can click the Send Later button to batch your e-mail invoices for later delivery. To send all your invoices in a batch later, you click the arrow button next to the Send button at the top of the Create Invoices window and choose the Send Batch command from the menu that QuickBooks displays.

The first time you click the Send button, QuickBooks may ask you to describe your e-mail account or accounts.

You can also use the Send Invoice dialog box to send the invoice to QuickBooks and then have the QuickBooks folks mail a paper copy to the customer or client. To do this, mark the Mail through QuickBooks button. QuickBooks then tells you about this extra service and, if you decide to go for it, steps you through the sign-up process.

Much to the consternation of many users, QuickBooks adds a message and clickable link to the bottom of your printed and e-mailed invoices that prompts your customers or clients to use a free online payment system to pay your invoice. No kidding.

But after a bit more thought (and a check on the cost of this service), the Intuit Payment Network is an option that many small businesses should consider.

If you do want to remove the message and hyperlink to the Intuit Payment Network, choose the Edit→Preferences command, click the Payments entry in the Preferences list, click the Company Preferences tab, and then deselect the Enable Online Payment check boxes.