QuickBooks 2011: The Missing Manual

Send Forms

As you’ll learn throughout this book, you can include a cover note when you send invoices, purchase orders, and other business forms via email. For example, if you email a purchase order, you can include details about the delivery in the note. Or, you can include a cover note along with an invoice to add some personal interaction with your customer. When you email an invoice or other form, QuickBooks opens the Send Invoice dialog box (or the dialog box corresponding to the form you’re sending) with your note filled in. The program attaches your invoice or other sales form as an Adobe PDF file.

QuickBooks includes standard messages for each type of form you send via email. These messages won’t win any awards for creativity, but fortunately, QuickBooks administrators can change them. You can create standard notes for invoices, estimates, statements, sales orders, sales receipts, credit memos, purchase orders, and reports. In fact, if your company has standard letters on file, you can copy and paste the contents of those letters from another program, such as Microsoft Word, into the QuickBooks cover note in the Send Forms preference Company Preferences tab.

To configure a standard note for a particular type of business form, follow these steps.

1. To modify the note that accompanies a particular type of form, in the “Change default for” drop-down list, choose the form you want to customize.

   For example, if you want to set up a cover letter to go with your invoices, choose Invoices ...