QuickBooks is a popular accounting software that many small business owners use to manage their finances. It offers various features such as invoice creation, bill tracking, inventory management, and more. One of the convenient features of QuickBooks is its ability to send invoices through email.
Email invoicing allows you to easily send invoices directly to your client’s emails, eliminating the need for printing and mailing physical copies. This not only saves time but also reduces costs associated with paper, stamps, and envelopes.
However, despite its benefits, some users may encounter an error where QuickBooks won’t send email invoices. This can be frustrating and can disrupt your business operations if not resolved promptly.
In this troubleshooting guide, we will discuss the common causes of this error and provide solutions on how to fix it. But first, let’s understand how QuickBooks email invoicing works.
Possible Causes of QuickBooks Won’t Send Email Invoices
- Incorrect Email Settings: One of the most common reasons for QuickBooks failing to send email invoices is incorrect email settings. This could include incorrect login credentials, SMTP server settings, or outdated email preferences.
- Firewall or Anti-virus Blocking: Sometimes, your firewall or anti-virus software can prevent QuickBooks from sending emails due to security measures. This could be because your email provider is not recognized as a trusted source, or the software is blocking outgoing emails.
- Outdated QuickBooks Version: If you are using an older version of QuickBooks, it may not be compatible with your current operating system or email client. In such cases, you may encounter errors while trying to send emails through QuickBooks.
- Damaged Company File: A damaged company file can also cause issues with sending emails in QuickBooks. This could happen due to data corruption or any other technical glitch that affects the functionality of the program.
- Email Server Issues: Sometimes, the issue may not lie within QuickBooks but with your email server instead. If there are any ongoing maintenance activities or server outages on your email provider’s side, it can affect the ability of QuickBooks to send emails.
- Unresponsive Email Program: Another possible cause could be that your default mail program (such as Outlook) is not responding when called upon by QuickBooks to send an email invoice.
- Insufficient System Resources: If your computer does not have enough memory and processing
Common Symptoms of QuickBooks Won’t Send Email Invoices:
- Error Message: “QuickBooks is unable to send your email to Outlook.” This error message usually appears when there is an issue with the communication between QuickBooks and Outlook. It could also indicate that you have not set up your email preferences correctly in QuickBooks.
- Error Message: “Your forms were not sent because QuickBooks could not create the necessary PDF files.” This error message typically occurs when QuickBooks is unable to save the invoice as a PDF file before sending it via email. This can be caused by issues with your PDF converter or damaged installation files of QuickBooks.
- Email Invoices Not Being Received by Customers: One of the most common symptoms of this issue is when customers do not receive their emailed invoices from QuickBooks. The reason for this could be incorrect email addresses, emails being marked as spam, or issues with the SMTP settings.
- Slow Performance and Freezing: If you experience slow performance or freezing while trying to send an email invoice, it could be due to large file sizes or corrupted data within your company file.
- Incorrectly Formatted Email Content: Another symptom of this issue is when customers receive poorly formatted or incomplete invoices via email from QuickBooks. This problem can occur due to incorrect settings in your default template for invoices or issues with how the data is transferred from QuickBooks to your mail client.
Checking Your QuickBooks Settings
One of the most common issues QuickBooks users encounter is the inability to send email invoices. It can be frustrating and time-consuming, especially if your business relies heavily on sending invoices electronically. In this section, we will discuss how to troubleshoot and fix the “QuickBooks won’t send email invoices” error by checking your QuickBooks settings.
Step 1: Verify Your Email Settings in QuickBooks
The first step in troubleshooting this issue is to confirm that your email settings in QuickBooks are correct. To do this, go to Edit > Preferences > Send Forms. Check that the correct email address is entered under My Preferences and that you have selected the option “Web Mail” or “Outlook” as your preferred email provider.
If you use an Outlook account, ensure that it is set up as MAPI (Messaging Application Programming Interface). You can find this setting in Control Panel > Mail > Show Profiles.
Step 2: Test Your Email
Before attempting to send any invoices, it’s crucial to test your email function within QuickBooks. This will help determine if the issue lies with QuickBooks or with your mail server. To test your email, go back to Edit > Preferences > Send Forms and click on WebMail or Outlook depending on your preference.
A new message window should open with a sample invoice attached. If you see an error message at this point, then there may be an issue with your mail server or internet connection.
Verifying Your Email Address in QuickBooks
After setting up your email settings in QuickBooks, the next step is to verify your email address. This is an important step to ensure that your email invoices are sent successfully without any errors or rejections.
To verify your email address in QuickBooks, follow these steps:
- Open QuickBooks and go to the “Edit” menu, then select “Preferences.”
- In the left-hand menu, click on “Send Forms.”
- Click on the “My Preferences” tab and make sure that you have selected “Web Mail” under the Email option.
- Next, click on the “Add” button to add a new email account.
- Enter your name and email address in the respective fields.
- Select your email provider from the drop-down menu (e.g. Gmail, Yahoo, Outlook).
- Click on “OK” to save the changes.
- If you have selected Gmail as your provider, a new window will open asking you to log into your Google account for authentication purposes.
Once you have completed these steps, QuickBooks will send a verification code to your specified email address. Check your inbox for an email from Intuit with the subject line: [Intuit] Your Company Name -Email Verification Requested.
If you cannot find this verification code in your inbox or spam folder, try resending it by clicking on “Resend” next to the “Status” column in QuickBooks preferences.
Checking Your Firewall and Antivirus Settings
To successfully send email invoices using QuickBooks, it is important to ensure that your firewall and antivirus settings are properly configured. These settings act as a barrier between your computer and the outside world, protecting you from potential threats while also potentially blocking certain programs or applications from functioning properly.
Here are some steps you can follow to check and adjust your firewall and antivirus settings:
1. Check if QuickBooks is allowed through the firewall:
- Go to the control panel on your computer.
- Click on “System and Security” and then select “Windows Defender Firewall.”
- On the left-hand side, click on “Allow an app or feature through Windows Defender Firewall.”
- Scroll down until you find QuickBooks in the list of allowed apps. If it is not listed, click on “Change Settings” at the top right corner and then click on “Allow another app…” Select QuickBooks from the list of programs or browse for its location on your computer.
- Make sure both public and private network options are checked next to QuickBooks.
2. Add exceptions for QuickBooks in your antivirus software:
- Antivirus software may also block certain activities or access to specific files to protect your system.
- Open your antivirus program’s settings menu or dashboard.
- Look for an option to add exceptions or exclusions.
- Add QuickBooks as an exception by specifying its location on your computer or browsing for it in a similar way as mentioned above.
Updating QuickBooks and Your Email Client
Updating QuickBooks and your email client is an important step in troubleshooting the error of QuickBooks not being able to send email invoices. As technology constantly evolves, it is essential to keep your software and applications up-to-date to ensure smooth functionality.
- Update QuickBooks: The first step in updating QuickBooks is to check if you have the latest version installed. To do this, open QuickBooks and go to the Help menu. From there, select “Update QuickBooks” and follow the prompts for any available updates. If there are no updates available, you may already have the latest version.
- Check Email Settings: After updating QuickBooks, it is crucial to check if your email settings are correctly configured. Verify that the correct email address has been entered in the “Send Forms” preferences section under Edit > Preferences > Send Forms. Make sure that all other information such as SMTP server name, port number, username, and password are entered accurately.
- Test Your Email Client: Before sending an invoice from QuickBooks, it is always a good idea to test your email client separately first. This will help determine if there are any issues with your email account or settings outside of QuickBooks. Compose a test message and send it to yourself or another recipient to see if it goes through successfully.
- Enable SSL/TLS Encryption: Some email service providers require SSL/TLS encryption for outgoing emails for security purposes. To enable this in QuickBooks, go to Edit > Preferences > Send
Resolving Specific Error Messages
When using QuickBooks to send email invoices, you may encounter various error messages that can hinder your workflow and delay your business operations. These error messages can be frustrating and confusing, but fortunately, there are some steps you can take to resolve them. In this section, we will discuss some of the common error messages that QuickBooks users experience when trying to send email invoices and how to troubleshoot them.
QuickBooks is unable to send your emails to Outlook.
This error message typically occurs when there is an issue with the Outlook integration or settings within QuickBooks. To resolve this issue, follow these steps:
- Make sure that Outlook is set as the default email program on your computer.
- Open QuickBooks and go to Edit > Preferences > Send Forms.
- Click on the My Preferences tab and make sure that Outlook is selected as the preferred email provider.
- If it is already selected, then click on OK and close QuickBooks. Open it again and try sending the invoice via email.
If the issue persists, you may need to repair or reinstall Microsoft Office/Outlook or contact Microsoft support for further assistance.