How to Configure Email Templates and Notifications in QuickBooks

Effective communication is crucial in any business, especially when it comes to invoices, payment reminders, and financial updates. Fortunately, QuickBooks,  both Online and Desktop versions,  gives you the ability to customize email templates and configure notifications to maintain professionalism, boost response rates, and streamline operations.

Whether you want to send branded invoices with personalized messages, follow up on overdue payments, or notify your accountant when payroll runs are due, setting up your email templates and notifications properly is essential.

This guide will teach you how to configure email templates and notifications in QuickBooks with detailed instructions, use cases, and best practices for both QuickBooks Online (QBO) and QuickBooks Desktop (QBDT).

Why Configure Email Templates in QuickBooks?

QuickBooks allows you to send a range of documents directly from the platform, including:

• Invoices
• Sales receipts
• Estimates
• Purchase orders
• Payment reminders
• Reports

By customizing the email templates that accompany these documents, you can:

• Maintain brand consistency
• Save time with reusable templates
• Personalize communication for clients
• Improve payment turnaround times
• Enhance professionalism

Similarly, notifications ensure you and your clients stay informed of key financial events such as:

• Invoice sent or viewed
• Payment received
• Bills due
• Payroll deadlines
• Bank activity

Types of Notifications and Emails in QuickBooks

Email Template Types:

• Sales Forms: Invoices, estimates, sales receipts, credit memos
• Purchase Forms: Purchase orders, bills
• Statements
• Reports
• Payment reminders

Notifications:

• Customer Notifications: Invoice reminders, payment confirmations
• Internal Notifications: Payroll due, low bank balance, integration alerts
• Accountant Notifications: Period-end tasks, tax alerts

Configuring Email Templates in QuickBooks Online (QBO)

Step 1: Access Email Template Settings

1. Log in to your QuickBooks Online account.
2. Click the Gear icon (⚙️) in the top right corner.
3. Go to Account and settings.
4. Select the Sales tab from the left menu.

Step 2: Customize Email Templates for Forms

Under the Sales form content section:

1. Scroll to Messages.
2. Click the Edit (pencil) icon next to the form type (Invoice, Estimate, Sales Receipt, etc.).

You’ll see three fields:

• Subject line
• Greeting
• Message body

Example: Invoice Email Template

• Subject: Invoice [Invoice No.] from [Company Name]
• Greeting: Dear [Customer Name],

Message body:

Thank you for your business. Please find your invoice [Invoice No.] for [Amount Due] due by [Due Date]. You can view or pay your invoice using the link below.

Let us know if you have any questions.

Best regards,  

[Your Company Name]

Variables like [Customer Name], [Invoice No.], and [Amount Due] are auto-filled when sending.

Step 3: Save Template

Once your message is crafted, click Save.

You can do this for each document type (Invoices, Estimates, etc.).

Automating Email Notifications in QuickBooks Online

A. Payment Reminders

1. Go to Settings (⚙️) > Account and Settings > Sales.
2. Scroll to Reminders.
3. Enable Automatic invoice reminders.
4. Customize:
   • How many days before or after due date
   • Number of reminders
   • Email template per reminder

You can also turn reminders on or off per customer or per invoice.

B. Email Alerts from Bank Feeds

QuickBooks Online allows you to receive notifications if:

• Bank balance falls below a threshold
• There are unreviewed transactions

Go to:

• Settings (⚙️) > Notifications > Enable bank alerts

Configuring Email Templates in QuickBooks Desktop (QBDT)

QuickBooks Desktop allows for deep customization of email templates through the Send Forms feature.

Step 1: Access Email Preferences

1. Open QuickBooks Desktop.
2. Go to Edit > Preferences.
3. Select Send Forms from the left sidebar.
4. Choose the My Preferences tab to set up your email client (Outlook, Webmail, etc.).

Step 2: Set Up Templates

1. Click the Company Preferences tab.
2. Select the form type (Invoice, Statement, Estimate, etc.).
3. Click Add Template or Edit.

Here, you can configure:

• Subject line
• Body content
• Field tags like <CompanyName>, <InvoiceNumber>, <CustomerName>, etc.

Example: Invoice Email Template in Desktop

• Subject: Invoice <InvoiceNumber> from <CompanyName>

Message:

Hello <CustomerName>,

Attached is invoice <InvoiceNumber> for <InvoiceAmount>, due on <DueDate>.

Please reach out if you have any questions.

Thank you,  

<CompanyName>

Step 3: Save and Assign Template

Once you’ve created your email template:

• Click OK to save
• You can assign a default template for each form type

Automating Notifications in QuickBooks Desktop

QuickBooks Desktop does not offer as many automated notifications as QuickBooks Online but does allow some automation:

A. Payment Reminders

1. Go to Customers > Payment Reminders > Schedule Payment Reminders.
2. Set up rules like:
   • Days before/after due date
   • Minimum balance threshold
   • Customer inclusion/exclusion

B. Payroll and Bill Notifications

QuickBooks Desktop can generate reminders for:

• Payroll due
• Bills due
• Scheduled payments

Go to:

• Company > Reminders
• Choose Set Preferences and configure events to show as pop-up alerts or dashboard reminders.

Configuring email templates and notifications in QuickBooks is an essential step toward automating your workflow and ensuring professional, consistent client communication. Whether you’re using QuickBooks Online or Desktop, both platforms give you the flexibility to tailor email content, automate reminders, and stay on top of critical tasks.

In QuickBooks Online, email templates are customized via Account and Settings > Sales > Messages.  You can enable automated invoice reminders, bank alerts, and more. In QuickBooks Desktop, go to Edit > Preferences > Send Forms to build email templates.  Use tags like <CustomerName> or <InvoiceNumber> for personalization.  Always test and review templates regularly to align with your brand and client expectations.  By mastering QuickBooks email configurations, you elevate your business communication, speed up your collections process, and leave a lasting impression on your customers.