QuickBooks 2011: The Missing Manual

Emailing Sales Forms

If you’ve lost interest in paperwork, sending invoices and other forms electronically is much more satisfying. But to make your electronic sending as efficient as possible, make sure that all your customer records include the email addresses you want to use. Otherwise, you’ll waste time typing email addresses one after another, and the chance of a typo increases with each address you type.

If you use Outlook, Outlook Express, or Windows Mail, QuickBooks automatically uses your email program to send forms. When you email a form in QuickBooks as described in this section, the program opens new messages in your email program, which you can edit as you would any email. When you send the emails, they show up in your Sent Items folder or Sent Box. QuickBooks 2011 can also use a web-based email service, like Gmail or Hotmail. This section explains your emailing options.

Choosing a Send Method

QuickBooks gives you three ways to send sales forms: Similar to printing, you can email the current form or add it to a queue to send in batches. Intuit also offers the QuickBooks’ invoice-mailing service (a subscription service described in the box on QuickBooks Mail Invoice Service).

Here are the ways you can send emails without paying for a subscription:

• Send one form. If you want to email the current form, in the form window’s toolbar, click the Send button, shown in Figure 12-6.

• Sending in batches. When you turn on the “To be emailed” checkbox below the line-item table in a form’s ...