How to Configure Email Templates and Notifications in QuickBooks Desktop

QuickBooks Desktop is one of the most robust accounting solutions available for small and medium-sized businesses. It combines detailed financial tracking with customizable communication features,  such as email templates and automated notifications. Configuring these tools properly ensures that your invoices, estimates, statements, and reminders look professional, save you time, and enhance your company’s image.

Understanding Email Templates and Notifications

Before you start customizing, it’s helpful to understand what these features do.

Email templates are predesigned messages you can create and apply when sending forms like invoices, estimates, statements, or purchase orders directly from QuickBooks Desktop. They include placeholders (known as merge fields) that automatically insert dynamic data,  such as customer names, invoice numbers, due dates, and amounts,  into each message.

Notifications in QuickBooks Desktop refer to reminders or alerts that inform you or your customers about events such as payment due dates, overdue invoices, or form deliveries. While the desktop version doesn’t offer as many automated notifications as QuickBooks Online, it provides flexible reminders and memo options that can serve the same function.

Together, these tools make your workflow more efficient, consistent, and professional.

Step 1: Preparing to Configure Email Settings

Before you begin customizing templates, ensure that your QuickBooks Desktop email settings are properly configured.

1. Open QuickBooks Desktop and log in as the Administrator or a user with full permissions.
2. Go to the “Edit” menu at the top and select “Preferences.”
3. In the Preferences window, choose “Send Forms” from the left-hand menu.
4. Click on the “My Preferences” tab.

Here, you’ll set up how QuickBooks Desktop sends emails,  whether through your webmail, Outlook, or QuickBooks’ built-in email service.

• If you use Outlook, make sure it’s installed and properly configured on the same computer.
• If you use webmail (for example, Gmail or Yahoo), you can add those credentials here so QuickBooks can send messages directly.
• Test your setup to ensure messages can be sent successfully.

Having your email connection established is the foundation for configuring templates later.

Step 2: Accessing the Email Template Settings

Once your email preferences are working, you can begin customizing templates.

1. Go back to the “Edit” menu and choose “Preferences.”
2. In the left menu, again select “Send Forms.”
3. This time, click on the “Company Preferences” tab.

You’ll see a section labeled “Email Templates.” QuickBooks Desktop organizes templates by form type,  such as Invoices, Estimates, Sales Receipts, Statements, and Purchase Orders. Each form type can have its own unique template or multiple versions for different purposes.

Step 3: Creating a New Email Template

To create a new template:

1. In the “Email Templates” section, select the form type you want to customize — for example, “Invoices.”
2. Click “Add Template.”
3. Enter a descriptive name for your new template, such as “Standard Invoice Message” or “Past Due Invoice Follow-Up.”
4. In the “Subject” line, type your preferred email subject. For example:
   “Invoice [Invoice Number] from [Company Name] – Due [Due Date].”

Notice that QuickBooks provides a list of available fields you can insert dynamically into the subject or body of your message. These placeholders automatically update each time you send an email.

5. In the message body area, type your preferred text. You might write something like:
   

“Dear [Customer First Name],

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

You can mail a check or pay via the payment method specified on your account.

Thank you for your business.

Sincerely,
[Company Name]”

6. When finished, click “Save” and then “OK.”

Your new template will now be available for use whenever you send an invoice.

Step 4: Customizing Templates for Different Transaction Types

QuickBooks Desktop allows separate templates for each kind of form you send. This gives you the flexibility to adjust your tone and message depending on the type of communication.

Invoices

Invoices typically require a clear, professional tone. Include key information such as the invoice number, amount due, due date, and a polite call to action for payment.

Example:

“Dear [Customer First Name],

Attached is invoice [Invoice Number] for [Amount Due]. Payment is due by [Due Date].

Please let us know if you have any questions about the charges.

Thank you for your continued business.

Sincerely,
[Your Company Name]”

Estimates

Estimates are your first opportunity to make a positive impression. Your message should be friendly and informative.

Example:

“Hello [Customer First Name],

Thank you for considering [Company Name]. Attached is your estimate [Estimate Number] for the requested work. Please review it and let us know if you have any questions or if you’d like to approve the proposal.

We appreciate the opportunity to serve you.

Best regards,
[Your Name]”

Statements

Statements summarize customer account activity and are often used for reminders about unpaid invoices.

Example:

“Dear [Customer First Name],

Attached is your account statement as of [Statement Date]. Please review the outstanding balances listed.

If you’ve recently made a payment that isn’t reflected here, please disregard this notice.

Sincerely,
[Your Accounts Department]”

Sales Receipts

For payments received immediately, your message should be short and appreciative.

Example:

“Dear [Customer First Name],

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

We appreciate your business and look forward to serving you again soon.

Kind regards,
[Your Company Name]”

Purchase Orders

When sending purchase orders to vendors, maintain a straightforward and professional tone.

Example:

“Hello [Vendor Name],

Attached is purchase order [Purchase Order Number] for [Company Name]. Please confirm receipt and provide an estimated delivery date.

Thank you for your prompt attention.

Sincerely,
[Your Name]
[Company Name]”

Each of these templates can be created and saved under its specific category in the “Send Forms” preferences window.

Step 5: Editing or Deleting Existing Templates

If you want to update an existing template, go back to the “Send Forms” section under “Company Preferences.”

• Choose the form type.
• Highlight the template you wish to edit.
• Click “Edit.”
• Make the necessary changes to the subject or body text.
• Click “Save” and then “OK.”
  

If a template is no longer needed, simply select it and click “Delete.”

Keeping your templates organized and up to date ensures that every email sent from QuickBooks Desktop reflects your current branding and policies.

Step 6: Setting a Default Template

If you have multiple templates for the same form type, QuickBooks Desktop allows you to designate one as the default.

To do this:

1. Select the template you want as your default.
2. Click the “Set Default” button.

Now, whenever you email that form type (for example, an invoice), QuickBooks will automatically use your chosen default template unless you select a different one manually.

Step 7: Sending Emails Using Templates

Once your templates are created, using them is straightforward.

1. Open the transaction you want to email,  for example, an invoice.
2. Click the “Email” button at the top of the form.
3. QuickBooks will automatically load your default template for that form type.
4. You can preview the message, make minor edits if needed, and then click “Send.”

This process applies to all supported forms, including statements, estimates, and receipts.

Step 8: Configuring Customer Notifications and Reminders

QuickBooks Desktop doesn’t have the same automated notification system as QuickBooks Online, but you can still set up reminders and prompts for overdue invoices or scheduled follow-ups.

1. Go to the “Edit” menu and select “Preferences.”
2. Choose “Reminders” from the left-hand panel.
3. In the “Company Preferences” tab, check the boxes for reminders you want QuickBooks to track: for example, “Invoices due soon,” “Overdue invoices,” or “To-do notes.”
4. Adjust the timing settings (for instance, show reminders for invoices due in 5 days).
5. Click “OK.”

These reminders appear whenever you open QuickBooks, helping you stay on top of communications.  While QuickBooks Desktop won’t automatically email reminders, you can manually send follow-up messages using specialized templates, such as a “Payment Reminder” email.

Example:

“Dear [Customer First Name],

This is a friendly reminder that invoice [Invoice Number] for [Amount Due] was due on [Due Date].

Please make payment at your earliest convenience to avoid further delay.

Thank you,
[Your Company Name].”

You can create a separate template for reminders under the Invoice category and select it when sending these follow-up emails.

Step 9: Setting Up Notifications for Sent Emails

QuickBooks Desktop allows you to track the status of emails you send through its built-in log feature.

1. Open the “Reports” menu.
2. Choose “Customers & Receivables” or “Vendors & Payables,” depending on the type of communication.
3. Run a report that includes sent forms or filters for emailed transactions.

While you won’t get real-time “viewed” notifications like QuickBooks Online offers, you’ll still have an internal record showing that the email was successfully sent.  Additionally, if you use Outlook as your email program, you can enable read receipts or delivery confirmations directly from within Outlook for added visibility.

Step 10: Testing Your Templates and Workflow

Before sending templates to actual customers or vendors, always perform a test.

1. Create a sample invoice or estimate and send it to your own email address.
2. Review the subject line, message body, and attachment to ensure they appear correctly.
3. Confirm that merge fields like customer name and invoice number populate correctly.
4. Check formatting on both desktop and mobile devices to ensure the message looks professional.

Testing ensures that your emails maintain the professional image you want and that there are no errors in your placeholders or tone.

Step 11: Best Practices for Email Templates and Notifications

Creating templates is not just about filling in forms,  it’s about refining your customer communication process. Here are some best practices:

1. Keep messages concise. Customers appreciate clear and to-the-point emails.
2. Use a consistent tone. Match the language of your messages to your company’s brand personality.
3. Include your contact information. Every template should have your phone number, email, and company name clearly listed.
4. Be polite but firm in reminders. A professional, courteous tone encourages timely payments without sounding harsh.
5. Regularly review templates. Update your messages periodically to reflect new payment terms, contact info, or branding changes.
6. Personalize where possible. Use merge fields for customer names and invoice numbers to make messages feel less automated.
7. Check for grammar and spelling. Small errors can diminish your company’s credibility.

Step 12: Managing Templates for Multiple Users

If several users send forms from the same QuickBooks Desktop company file, ensure consistency across the team.

• Train users on how to choose the correct templates when sending forms.
• Review your templates periodically to ensure they align with company policy.
• Restrict editing permissions for templates to administrators to maintain consistency.

This keeps your communications uniform, professional, and aligned with your brand.

The goal of configuring email templates and notifications in QuickBooks Desktop is not just efficiency,  it’s to reinforce trust and reliability in your business relationships. When every invoice, estimate, or reminder your company sends looks clean, accurate, and consistent, customers are more likely to pay on time and engage positively.  You save time by automating repetitive communication, reduce errors from manual typing, and create a seamless experience that reflects well on your business.

Configuring email templates and notifications in QuickBooks Desktop is one of the most valuable steps you can take to professionalize your accounting communications. From setting up your email preferences and customizing templates for each form type to fine-tuning reminders and internal notifications, every part of the process contributes to better organization and a polished image.

Once your templates are built, QuickBooks Desktop will automatically insert the correct data into each message, freeing you from repetitive tasks and ensuring consistency. Combined with reminders and best practices for communication, these tools help you stay on top of payments, manage relationships, and maintain a smooth workflow.   By following the detailed steps above, you can transform how your business interacts with customers and vendors, making every email from QuickBooks Desktop a professional reflection of your brand.