How to Configure Email Templates and Notifications in QuickBooks Online

Email templates and notifications are essential tools in QuickBooks Online. They control how your business communicates with customers and vendors,  from the look and wording of invoice emails to reminders about overdue payments or estimates awaiting approval. Setting them up correctly ensures your communication is professional, consistent, and automatic, reducing manual effort while improving your company’s image.

This detailed guide walks you through everything you need to know about configuring email templates and notifications in QuickBooks Online, from preparing your settings to customizing messages and fine-tuning automation.

Understanding Email Templates and Notifications in QuickBooks Online

Before diving into the setup, it’s important to understand what these features do.

Email templates are pre-written messages used when you send documents such as invoices, estimates, receipts, or statements through QuickBooks. Instead of writing a new message each time, the system automatically inserts your customized text along with dynamic fields such as customer name, invoice number, or due date.

Notifications, on the other hand, are alerts and reminders. These include both internal notifications (for you or your team) and external ones (for your customers). QuickBooks Online can notify customers when invoices are sent, payments are due, or transactions are processed, and it can notify you when clients view invoices, pay bills, or accept estimates.

Properly configured templates and notifications help you maintain professionalism and save time while ensuring smooth communication.

Step 1: Review Your Company Settings

Before you begin creating templates, make sure your company information and email settings are accurate.

1. Sign in to your QuickBooks Online account using an administrator login.
2. Click the gear icon in the upper-right corner to open your settings.
3. Under “Your Company,” choose “Account and Settings.”
4. Review the “Company” and “Contact Info” sections. Make sure your business name, address, phone number, and primary email are correct. This information is automatically included in many templates.
5. Check your “Email” settings. QuickBooks Online uses the business email you enter here as the “From” address when customers receive documents. Ensure this address is professional and monitored (for example, billing@yourcompany.com).

Accurate information here guarantees that your templates appear professional and that replies from customers go to the right inbox.

Step 2: Navigating to the Email Template Settings

QuickBooks Online lets you customize messages for each type of form you send — invoices, estimates, sales receipts, and statements.

1. Click the gear icon again and select “Custom Form Styles” under the “Your Company” section.
2. This opens the Form Styles page, where you can see a list of your active templates for invoices, estimates, and other forms.
3. Choose the form you want to customize,  for example, Invoices, and click “Edit.”
4. In the form editor, select the “Emails” tab.

Here, you’ll find all the email-related customization options. You can edit the subject line, body text, greeting, and other settings that control what customers see when they receive your message.

Step 3: Customizing Email Templates for Different Transactions

QuickBooks allows separate templates for different transaction types. This means you can create unique messages for invoices, estimates, statements, and sales receipts. Let’s walk through each type.

1. Invoice Emails

Invoices are the most commonly sent documents. The email template for invoices usually includes the customer name, invoice number, amount due, and payment instructions.

In the “Emails” tab of your invoice form style, look for the field labeled “Subject.” Use a clear and professional subject line, such as:
“Invoice [Invoice Number] from [Company Name] – Due [Due Date].”

Then, in the message body, craft a polite but clear note. For example:

“Dear [Customer First Name],

Please find your invoice [Invoice Number] for [Amount Due] attached. Payment is due by [Due Date].

You can view and pay the invoice securely online using the link below.

Thank you for your business.

Sincerely,
[Your Company Name]”

Dynamic fields like [Invoice Number] and [Customer First Name] automatically fill in with the right information when you send the message.

2. Estimate Emails

When sending an estimate, your tone may be more conversational or promotional, encouraging the client to review and approve your quote.

Your subject might read:
“Estimate [Estimate Number] from [Company Name] – Please Review.”

And your message body could say:

“Hello [Customer First Name],

We’re pleased to provide the following estimate for your review. Please take a moment to look over the details and let us know if you’d like to move forward.

You can view, print, or approve the estimate directly using the link below.

We appreciate your interest and look forward to working with you.

Best regards,
[Your Name]
[Your Company Name]”

This friendly approach encourages faster approvals and engagement from customers.

3. Sales Receipts

Sales receipt emails are sent after immediate payments. These messages confirm that payment has been received.

Your subject might be:
“Payment Receipt from [Company Name] – Thank You!”

And the message body could say:

“Dear [Customer First Name],

Thank you for your payment of [Total Amount]. Attached is your sales receipt for your records.

We appreciate your business and hope to serve you again soon.

Sincerely,
[Your Company Name].”

This gives your customers a sense of closure and professionalism.

4. Statements

Statements summarize outstanding balances and transaction history for a customer. These emails should be concise but clear.

Subject:
“Statement from [Company Name] – Account Summary.”

Body:

“Hello [Customer First Name],

Please find attached your current account statement as of [Statement Date]. It lists any outstanding invoices and recent payments.

If you have any questions about your account balance, please contact us at [Company Email].

Thank you,
[Your Company Name] Accounts Department.”

This keeps the tone neutral and professional, suitable for financial summaries.

Step 4: Creating Personalized Default Messages

QuickBooks Online allows you to create default messages that apply automatically when sending certain forms. This means you don’t need to select the template each time,  it’s applied by default.

To set this up:

1. Go back to “Account and Settings” from the gear icon.
2. Click the “Sales” tab.
3. Find the section labeled “Messages.”
4. Here, you can edit the default email subject line and body for invoices, estimates, and other forms.

For example, under “Invoice Message,” you might enter the same professional message you crafted earlier. These defaults automatically appear when you send an invoice unless you override them manually for a specific customer.  This ensures consistency while allowing flexibility when needed.

Step 5: Configuring Customer Notification Settings

Now that your templates are set, you can manage how and when notifications are sent to customers. QuickBooks Online supports several customer-facing notifications.

1. In “Account and Settings,” open the “Sales” tab again.
2. Scroll to the “Reminders” or “Late Fees” section (depending on your plan).
3. Turn on “Reminders” if you want QuickBooks to automatically email customers when invoices are overdue.

You can then customize:

• How many days after the due date the reminder is sent.
• Whether to send one-time or recurring reminders.
• The tone of the reminder email.

For example, your reminder message might say:

“Dear [Customer First Name],

This is a friendly reminder that your invoice [Invoice Number] for [Amount Due] was due on [Due Date]. Please make payment at your earliest convenience to avoid further delays.

You can pay directly through the link below.

Thank you,
[Your Company Name].”

By configuring reminders, you automate part of your accounts receivable process while maintaining professionalism and courtesy.

Step 6: Internal Notifications and Tracking

QuickBooks Online also keeps you informed about customer interactions through internal notifications. These notifications let you know when:

• A customer views an invoice.
• A payment is received.
• An estimate is accepted.

To configure these:

1. Click the gear icon and select “Notifications” or access them from “Account and Settings” under the “Advanced” or “Sales” tab.
2. Enable the options that say things like “Notify me when a customer views an invoice.”

With these notifications enabled, QuickBooks automatically emails or alerts you in-app whenever those events occur. This helps you track engagement and payment progress without constant manual checking.

Step 7: Setting Up Payment Notifications

If you use QuickBooks Payments or allow customers to pay invoices online, it’s helpful to set up payment notifications so you know when money has been received.

1. In “Account and Settings,” open the “Payments” tab.
2. Check the options under “Notifications.”
3. Enable “Send me an email when customers pay through QuickBooks.”

This ensures you or your accounting team receive immediate confirmation when a customer makes a payment. You can also enable notifications for failed payments or refunds if applicable.

Step 8: Testing Your Templates and Notifications

Once you’ve set everything up, it’s time to test.

1. Send a test invoice or estimate to your own email address.
2. Review how the subject line, body, and dynamic fields appear. Make sure your company name, logo, and contact details look correct.
3. Open the email on a phone and computer to ensure readability on both.
4. Click any “Pay Now” or “View Invoice” links to confirm they work properly.
5. For notifications, simulate a payment or invoice view (if possible) to confirm that you receive alerts.

Testing ensures that everything looks professional before customers start receiving your messages.

Step 9: Adjusting Templates by Customer

If you have different customer types,  such as retail, wholesale, or recurring clients—you can create slightly different templates for each.

While QuickBooks Online doesn’t yet support fully separate templates per customer automatically, you can edit the message on the fly before sending. For example, you might use more formal wording for business clients and a friendlier tone for long-term customers.  To make this efficient, save your message text in a separate document or note so you can quickly copy and paste when needed.

Step 10: Best Practices for Effective Templates and Notifications

Creating email templates and notifications isn’t just about filling in fields,  it’s about communication strategy. Follow these best practices to make the most of these tools.

1. Keep it short and clear.
Customers should immediately know what the email is about. Avoid long introductions or unnecessary wording.

2. Use a consistent brand voice.
Match your email tone to your business identity — professional, friendly, or casual — and use consistent phrasing across all messages.

3. Personalize with dynamic fields.
Use customer names and invoice details to make emails feel personal and relevant.

4. Always include a call to action.
Every message should clearly tell the recipient what to do next — review an estimate, pay an invoice, or contact you with questions.

5. Test after changes.
Whenever you adjust templates or notification settings, send test emails to confirm everything still displays correctly.

6. Keep your contact info visible.
Include your business email, phone number, and website at the bottom of every message for convenience and credibility.

7. Review tone in reminders.
Overdue reminders should be polite but firm. Avoid language that sounds harsh or accusatory.

8. Update periodically.
If your branding, logo, or payment methods change, revisit your templates to keep them current.

Step 11: Maintaining Consistency Across Your Team

If multiple users send emails from your QuickBooks Online account, consistency becomes critical. Make sure everyone follows the same guidelines.

• Train staff on how to select the correct template or message type.
• Set clear rules for when to send reminders and follow-ups.
• Review email logs periodically to ensure branding and tone remain uniform.

Consistent communication reinforces professionalism and prevents confusion among customers.

Step 12: Troubleshooting Common Issues

If your templates or notifications aren’t behaving as expected, here are some things to check:

• Emails not sending: Confirm your company email is valid and that you have permission to send from that address. Also, check your spam folder or your customer’s spam filters.
• Dynamic fields not populating: Make sure you used the correct placeholders,  for instance, [Customer First Name] rather than typing it manually.
• Notifications missing: Recheck your notification settings under Account and Settings to ensure the toggle is enabled.
• Customers not receiving reminders: Verify that reminders are turned on and that the customer has a valid email address entered in their profile.

Configuring email templates and notifications in QuickBooks Online transforms the way your business communicates. Instead of typing individual messages or forgetting to follow up on unpaid invoices, you can automate professional, consistent emails that reinforce your brand and keep cash flow on track.

By following these steps,  from reviewing company details and customizing templates to testing notifications and maintaining best practices,  you’ll have a system that works seamlessly. Every invoice, quote, and receipt your customers receive will look polished, accurate, and consistent with your brand identity.  Properly configured email templates and notifications in QuickBooks Online not only save time but also enhance professionalism, build trust with customers, and keep your financial processes organized and efficient.