QuickBooks Email Setup: How to Configure & Fix Email Issues

QuickBooks Desktop lets you send invoices, reports, estimates, and purchase orders directly through Outlook or Webmail without exporting PDF files manually. This guide explains how to set up email in QuickBooks Desktop, configure Outlook or Webmail, troubleshoot common email issues, and send invoices successfully.

Our QuickBooks specialists have assisted businesses in resolving email configuration issues caused by Outlook profile corruption, incorrect SMTP settings, Microsoft 365 authentication, and outdated QuickBooks Desktop versions. The steps below are based on common issues encountered during QuickBooks Desktop email setup.

Why Should You Set Up Email in QuickBooks Desktop?

There are several benefits of QuickBooks Email Setup, which are discussed below.

• You can easily send invoices and estimates directly from QuickBooks.
• Helps improve your workflow and save time.
• It allows you to email reports without exporting files.
• Also, it reduces the time and effort required to share documents manually.
• It also helps maintain professional communication with customers.

How to Setup Email on QuickBooks Desktop

Within QuickBooks, you can send transactions via Outlook or Webmail. Once you QuickBooks email Setup in Desktop, you can send invoices, reports, and more. Here are the step-by-step instructions for the smooth QuickBooks email setup process.

Method 1: Configure Microsoft Outlook for QuickBooks Desktop

Perform the steps below to setup Outlook with QuickBooks.

First Step: Connect with your ISP or email provider

You need to consult with your ISP or email provider to get the following details;

• Username
• Password
• Incoming email server address
• Incoming email server type
• Outgoing email server address

Second Step: Set Up Outlook

• Navigate to the QuickBooks Edit menu.
• Select Preferences > Send Forms.

• Now, select Outlook and then click OK.

Expert Tip: If QuickBooks cannot detect Outlook after setup, close both applications, restart Windows, and verify that Outlook is set as the default email application in Windows Settings.

Method 2. Set Up Webmail to Work with QuickBooks

Before You Begin

• Check your webmail servers and port settings with your Internet Service Provider.
• QuickBooks will auto-fill the information required by some of the most common providers.

• Webmail providers will ask users to enable the account settings for two-step verification.

Expert Tip: Gmail and Microsoft 365 accounts may require app passwords or OAuth authentication when two-step verification is enabled.

Set up Webmail

• Navigate to Edit in QuickBooks and click Preferences.

• Go to the Send Forms option.
• Select Webmail, then click Add.
• Now, complete the Add Email information fields and click OK.

• Click OK again to save your changes.

Your webmail provider’s login page will display. Sign in and select Allow to grant Intuit access.

Important Things to Remember 1. You need to log in to webmail while sending emails while using Hosted environments. 2. If your password isn’t accepted, checkout this page QuickBooks will not accept my webmail password for more information. 3. See this blog Set up enhanced security in Gmail for QuickBooks Desktop for specific Google instructions.

Internet Service Provider (ISP) and Port Information

Intuit doesn’t support providers that use the STARTTLS encryption.

1AND1.com	smtp.1and1.com	587 (SSL enabled, with password)
ADELPHIA	mail.adelphia.net	110
AOL	smtp.aol.com	465 or 587 (see Note) (SSL enabled for incoming and outgoing mail servers)
BELL SOUTH	mail.bellsouth.net	110
COMCAST	smtp.comcast.net	587
COMPUSERV	smtp.compuserve.com smtp.aol.com	110 or 587
COX Business	smarthost.coxmail.com	465 or 587 (see Note)
COX CENTRAL	smtp.central.cox.net	465 or 587 (see Note)
COX EAST	smtp.east.cox.net	465 or 587 (see Note)
COX WEST	smtp.west.cox.net	465 or 587 (see Note)
EARTHLINK	smtpauth.earthlink.net	25 (with password)
LYCOS	smtp.mail.lycos.com	25
MICROSOFT OUTLOOK 365	outlook.office365.com	587 (SSL enabled)
NETSCAPE	smtp.isp.netscape.com	25 (SSL enabled)
PRODIGY	smtp.prodigy.net	25 (SSL enabled)
ROADRUNNER	smtp-server.sc.rr.com	587
SPRINT PCS	smtp.sprintpcs.com	25
VERIZON	outgoing.verizon.net	465
VERIZON YAHOO	outgoing.yahoo.verizon.net	465

Note: If 465 doesn’t work, change the port to 587. Make sure SSL is enabled when trying both ports.

How to Setup QuickBooks to Email Invoices?

In QuickBooks Desktop, users can email sales forms, invoices, and statements to customers. Also, you can send them individually, in batches, or schedule them later. Follow the steps instructed below to set up QuickBooks to email invoices.

QuickBooks Desktop for Windows

Perform these steps to setup email in QBDT for Windows.

Email a sales form to your customer

Before starting the process, ensure that you have connected your email to QuickBooks Desktop.

1. Initially, open QuickBooks Desktop.

1. Navigate to Customers and hit Customer Center.
2. Look for the transactions that you wish to send through email and double-click on them to open. If you want to create a new transaction, click the New Transaction drop-down arrow.
3. Click on Email, and QuickBooks will eventually select a template for the form you selected. Then, edit it as required.
4. Now, pick the contact name to whom you want to send the email. If you can’t find the name on the contact list, click Add New. Then, enter the customer’s or job information.

Note: 1. The previously used email address will be set as default the next time you email the same transaction. 2. This email address is specific to each transaction type.

Steps to manually set an email address

Here, we have provided the stepwise instructions to set an email address for a specific transaction for a customer.

• Browse to the Customers and click Customer Center.
• Choose a customer and click the Contacts tab.
• After this, pick a contact and mark the checkbox for the transaction type. This will set up the contact as the default email recipient for the selected transaction type.
• Now, go with either Save and Close or Save and New option.

6. Now, modify the Subject field and the body of the email as required.
7. After making all the changes, click on Send.

Email sales forms according to batch

• After creating a sales form, click Email later before saving it.
• Once you’re ready to send the email, choose File and then Send Forms.
• Go through the list of forms you want to email and unmark the ones that you don’t want to send.
• From the last window, you can also choose any other template or edit the email text as per your preference.
• Click on Send Now.
  • Note: For sending multiple forms to a single recipient, use the following steps.
• Choose each form you wish to send.
• Browse to the Combine forms to a recipient in one email checkbox.
• Lastly, choose Send Now option.

Add multiple customer contacts to your batch emails

For sending a message to multiple recipients, use the following steps.

• Click on the To drop-down arrow. Then, choose the email addresses to include, or clear the ones to leave out.
• In case you want to add a new email address, enter it in the Add field. However, if you have entered the incorrect email address, you will be asked to correct it.

Remove an email from the batch

Removing an email from the list only deletes the email address. However, the QuickBooks application will not remove the form itself.

• Mark the checkbox beside the email address that you wish to remove.
• Click Remove and then choose Remove Email option.

QuickBooks Desktop for Mac

In QuickBooks, you can email any of your forms with their attachments. While emailing, you can save the documents in PDF form, send them as email attachments, and use email tokens.

Send the form

• Go to the form and click on the Email icon.
• Modify the email message text of the form according to your preference.
• Now, edit the Subject field and body of the email according to your choice.
• Choose the email address you want to use by clicking the From drop-down arrow.
• (Optional) Mark the Save emails as drafts in the email program checkbox. Otherwise, QuickBooks will send the email instantly.
• If you are using QuickBooks 2020 or an earlier version and want to send an email in PDF form without text in the body, clear the Include text in emails checkbox.
• (Optional) Once editing is complete, click Send or Save.

Send forms by batch

• After creating a sales form, click Email later before saving it.
• Once you are done sending emails, click File > Email Forms.
• Now, check out the list of forms you want to email. If you want to send all the forms, choose Select All.
• Select the Email option.
• Furthermore, perform the following steps to email a single form.
• Move to the File menu and click Send Forms.
• Mark the checkbox for each form that you want to send.
• Also, mark the checkbox next to Combine forms to a recipient in one email.
• Click on the Send Now option.

Send a smart invoice

After saving an invoice and setting up your QuickBooks Payments preferences, you can now attach a link in the email so that your customers can pay the invoice online.

• Choose your preferred invoice and click on the Share icon.
• (Optional) Customize the text that your customer sees (QuickBooks uses Pay Online as the default option).

Conclusion!

Setting up email in QuickBooks Desktop allows you to send invoices, estimates, reports, and purchase orders directly from the software using Outlook or Webmail. If emails fail to send, verify your Outlook profile, SMTP settings, QuickBooks version, and Windows permissions before troubleshooting advanced configuration issues. If you experience configuration issues, verify your email settings, update QuickBooks, and test your connection before contacting support +1(888)-718-7888.