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Send multiple invoices on Quick Books

Posted on 2014-01-31
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Last Modified: 2014-02-25
Hi

I have at the moment Quick Books 2008 that work fine for what I need except I would like to be able to send invoices from QB.
Saying that it's a little more complicate than just creating one invoice and sending to multiple customers.
I'm testing  QB at the moment and I find out how to send one invoice to multiple customers but that's not what I want.
I have an external program that use help desk and billing at the same time.
I can open a service ticket and add time then when I close the ticket it create an invoice base on the time spend and the hourly rate. Same programs has also recurring services. Each customers pay a recurring fee for specific services. At the end of the month the program create the invoices for each customer. Then I have a QB web connector that transfer the invoices to QB. After the transfer is done I can see all the invoices on QB.
The invoices on the program I have can be send in bulk by email to all customers but I do not like the way they look. It's html based and customers complain about the info and layout of those invoices. The QB invoices look much better and I would prefer to send those to the customers if possible but I need to be able to select all customers that I want to send the invoices and click send invoices. I want them to receive their own individual invoices not the same invoice for everybody.
Is  this possible?
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Question by:infedonetwork
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by:infedonetwork
ID: 39825632
Just to make it more clear.
If I open an invoice I can click on Send then chose email and the job it's done the way I want it.
But I do not have only one customer that I have to email invoices. So I want the exact same idea but done to all customers at same time. Keep in mind that they all have diferent invoices. QB sales said that it's not possible but I have hard time to believe that such a basic function is not possible.
Must be tons of people that has invoices on QB that are imported from other software and that need to be email out.
QB
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by:John Hurst
ID: 39826231
I think if I were doing this, I would save Invoices as PDF files (you can do this in QuickBooks) and then email the invoices with a third party tool of some sort.

When I use QuickBooks to email an invoice, I just email it to the address in the customer setup. There is only one email address in there.

.... Thinkpads_User
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John Hurst earned 500 total points
ID: 39826235
I went back and read this again and thought differently. If you have a invoices in QB that have been saved to email and then you want to email each invoice to the customer it is associated with, you can do this.

Set up Invoices to email. Then go to File, Send Forms. In there, you will get a list of customers with email to send and then click on Send Now.

That should work. I hope that is what you are looking for.

.... Thinkpads_User
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by:infedonetwork
ID: 39826893
I did try that but to have any emails display there I need to first go to each customer and open an invoice and click on send then Email and then cancel it. Then the invoice and emails will show in there like you can see bellow. I did that with 2 Customers. 1 has two invoices and one has only one. Now going one customer at the time and one invoice at the time to be able to send a bulk email is very time consuming. It should be a way to chose all customers and click send invoices.
Remember that each month I will have over 20 invoices that are export it via the web connector from a third party app in to Quick Books. I need an easy way to chose all and click send. At the moment the thirty party software allow me to create recurring services monthly and also do help desk tickets that when are close they end up on the billing module and invoices based on the hourly rate and time spend. Once a month all invoices create for help desk, projects, hardware sale recurring services, etc are process and become invoices. All I have to do is click on Process invoices and they all go via email to the respective customers. That easy. After they are process I run the QB web connector and they all end up on QB. Now the invoices send by the third party software are not the best looking one. First they are HTML not pdf and most complain I have is that they have only one tax that combine both Canadian tax. Customer will like to have them separate and the company who sell that software does not provide this feature yet.
That's one of the reason I wan to send it from QB instead from That software.
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by:John Hurst
ID: 39826917
I think the capability I describe is all there is in QuickBooks.

You have to create an invoice. At that time, when it is complete (or even while creating the invoice) click the Print Later and Email Later flags. The Print Flag will stay checked if I print Invoices and stay unchecked if I do not print invoices. I think the Email Flag will do the same.

The Batch Print function needs the Print Flag on and similarly the Send Forms function needs the Email Flag on. If you do this at invoice creation time, you should not have to go back.

QBInvoiceEmailFlag
Try this and please let us know.

.... Thinkpads_User
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by:John Hurst
ID: 39826925
Also in QuickBooks Preferences under Send Forms, click the setting that say Auto Set the Email flag for customer who want this.  That should mean the flag is set whenever you create an invoice.

QBInvoiceEmailFlag2

... Thinkpads_User
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by:John Hurst
ID: 39827683
@infedonetwork - Did you try the 2 suggestions above?  First set Preferences to Email customers for which the Email Flag is set. Second, set the Email Flag as you create the invoice.

I tested this in a test ledger and it works.

Please let us know.


.... Thinkpads_User
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by:infedonetwork
ID: 39828026
You are correct. Those steps worked except the goal here is once all invoices are imported in to QB from the other software to be able to co on Send Form and see all invoices that has not been send out yet. If it will be a way to have the "Email Later" check box enable by default for all new invoices then this will work the way I wan it.
The goal is to not have to open each invoice one by one and eider send it or click on Email later. If I have 100 invoices and I have to click 100 times on Email later this is time consuming.
At the moment the other software it create the invoices and put them on a queue. Once I go on that queue and click on process all invoices they are all get emailed at the same time.
This is perfect and that's what I want to be able to do on QB without having to open each invoice. Again if it is a way to have by default "Email Later" enable then it will work fine for me.
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by:John Hurst
ID: 39828082
QuickBooks is designed to do the invoicing. So if you wish to have a third party tool do the invoicing, then it will need to set the Print Later and Email Later flags. QuickBooks will not have any way of knowing how you do your invoicing.

You will also (for any method) have to set the Preference Flag.

So at this point the issue belongs to the invoicing program and not to QuickBooks.  What application does the invoicing?  Is it proprietary or an Intuit Marketplace add-on?

.... Thinkpads_User
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by:infedonetwork
ID: 39828115
I use a program called Kaseya and it transfer the invoices to QB via the QB web connector.
Like you can see bellow I already set the preferences to Auto-check Email later and I set the customer preference to be send by email but it still nor show under the invoice checked.
Once the invoice is create in QB it should automatically add the Email later.
I will talk with Kaseya support to see if it's anything that can be done on their side.

capture
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by:John Hurst
ID: 39828122
See what they tell you.

I have Quick Books 2008   <-- This is long out of support and Kaseya may wish you to upgrade. I use QB V2014.

.... Thinkpads_User
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by:infedonetwork
ID: 39828130
I know,
That's why I'm testing the QB 2014 now.
I will let you know what they said
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by:John Hurst
ID: 39886994
@infedonetwork - Thanks, and I was happy to help.
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