How to Create Custom Email Templates in QuickBooks Desktop

Customizing email templates in QuickBooks Desktop allows you to personalize the messages you send with invoices, estimates, sales receipts, and other transactions. By creating custom templates, you can maintain a consistent and professional communication style with customers and vendors. 

Step 1: Enable and Access Email Template Settings 

1. Log in as Admin in QuickBooks. 

2. Switch to Single-User Mode by navigating to File > Switch to Single-User Mode. 

3. Go to Edit > Preferences. 

4. Select Send Forms from the left menu. 

5. Click the Company Preferences tab. 

6. From the Delivery Method Default dropdown, select Email. 

Step 2: Create a New Email Template

1. Under Email Templates, select a Transaction Type (e.g., Invoice, Estimate, Payment Receipt). 

2. Click Add Template. 

3. Enter a Template Name to distinguish it from others. 

4. Customize the Subject Line and Message Body to fit your business needs. 

5. Use Insert Field to include dynamic fields such as Customer Name, Invoice Number, Due Date, or Total Amount. 

6. Click Save to finalize the template. 

Tip: You can create multiple templates for different transaction types, making it easy to personalize messages for specific clients. 

Step 3: Set a Default Email Template

1. Go back to the Company Preferences tab in Send Forms. 

2. Choose the Transaction Type from the dropdown. 

3. Select the template you want as the default and click Set Default. 

4. Click OK to save changes. 

Step 4: Use a Custom Email Template

Send an Email with a Custom Template for a Single Transaction 

1. Create an Invoice, Estimate, or Sales Receipt. 

2. Click Email from the top toolbar and choose the appropriate email option. 

3. QuickBooks will use the default template for that transaction type. 

4. If you want to use a different template, manually select it from the dropdown before sending. 

Send a Batch of Emails with Custom Templates 

1. Select File > Send Forms. 

2. Choose the transactions you want to email. 

3. Select the desired template from the Template dropdown. 

4. Click Send Now. 

Step 5: Customize and Email Bill Payment Stubs (QuickBooks 2022 & Later)

1. Open the Bill Payment transaction. 

2. Click Email, then Bill Payment Stub. 

3. QuickBooks will use the default template, or you can select another one. 

Step 6: Edit or Delete a Custom Email Template

1. Go to Edit > Preferences > Send Forms > Company Preferences. 

2. Select the Transaction Type. 

3. Choose the template you want to edit or delete. 

4. Click Edit to modify the template. 

5. Click Delete if you no longer need the template. 

6. Click OK to save changes. 

Troubleshooting Email Template Issues

If QuickBooks does not apply your custom template: 

• Ensure Email Later is selected before sending batch emails. 

• Confirm that the correct template is Set as Default. 

• Restart QuickBooks and try again. 

• Check for QuickBooks Updates to ensure you are on the latest release. 

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• 24/7 Expert Support: Assistance with QuickBooks customization anytime. 

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