14 Steps to Send QuickBooks Online Invoice Emails

When it comes to managing finances and invoicing, QuickBooks Online stands out as a popular choice for small businesses and freelancers. One of its key features is the ability to send invoice emails directly to clients, simplifying the payment process. Here are 14 steps to guide you through sending QuickBooks Online invoice emails.

Step 1: Logging Into QuickBooks Online

Start by logging into your QuickBooks Online account. Ensure you have the necessary permissions to send invoices.

Step 2: Navigating to the Invoice Section

Once logged in, navigate to the “Invoices” section. This is where you can create and manage all your invoices.

Step 3: Creating a New Invoice

Click on “Create Invoice” to start a new invoice. Fill in the necessary details like customer information, invoice date, and items or services provided.

Step 4: Reviewing Invoice Details

Before sending, carefully review the invoice details. Ensure all information is accurate, including the items, quantities, prices, and any applicable taxes or discounts.

Step 5: Choosing the Email Option

After reviewing the invoice, select the “Email” option. This will allow you to send the invoice directly to your client via email.

Step 6: Customizing the Email Message

You can customize the email message that will be sent along with the invoice. Add a personal note or any specific instructions for your client.

Step 7: Entering the Recipient's Email Address

Enter your client’s email address in the designated field. Double-check the address to avoid any delivery issues.

Step 8: Previewing the Email

Preview the email to ensure it looks professional and all details are correct. This includes the invoice attachment, email subject, and body text.

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Step 9: Scheduling or Sending Immediately

QuickBooks Online allows you to schedule the invoice email to be sent at a later time or date. If you prefer to send it immediately, select that option.

Step 10: Confirming the Email Settings

Before sending, confirm your email settings. This includes checking the “From” address and ensuring it reflects your business professionally.

Step 11: Sending the Invoice Email

Once everything is set and confirmed, hit “Send” to dispatch the invoice email to your client.

Step 12: Verifying Email Delivery

After sending, verify that the email has been successfully delivered. You can check this in your email client or through QuickBooks Online’s sent items (if available).

Step 13: Following Up

Follow up with your client to ensure they have received the invoice and understand the payment terms.

Step 14: Managing Payments and Invoice Status

Keep track of invoice payments and statuses within QuickBooks Online. This helps you maintain financial records and follow up on overdue invoices.

By following these 14 steps, you can efficiently send QuickBooks Online invoice emails to your clients, streamlining your business’s invoicing and payment processes. Remember, effective communication is key to maintaining good client relationships, and timely invoicing is crucial for healthy cash flow. With QuickBooks Online, you can achieve both with ease.