Question: I need some tips on emailing invoices using QuickBooks Pro 2009 with Billing Solutions. My attempt at email invoicing flopped. Nothing went out. I thought it did, but QuickBooks never sent them. What did I do wrong? Your help is greatly appreciated.


Answer:
Here are the steps for emailing invoices using Billing Solutions:

1.    If you want to send automatic payment reminders through Billing Solutions you need to set your preferences so that your invoices are sent through QuickBooks e-mail.  Go to Edit > Preferences > Send Forms and make sure QuickBooks Email is selected.  I also recommend that you select “Always send invoices to the Customer Account Center…”
 
2.    When you create invoices, make sure both “To be e-mailed” and “Allow online payment” are selected.
 
3.    You can email them individually by clicking the Send button at the top of the invoice, or as a batch, after you’ve entered them all by going to Files > Send Forms

4.    You’ll get an email when an online payment is made.  When you do, go to Customers > Billing Solutions > Download Payments

5.    You’ll also want to periodically record your deposits and fees by going to Customers > Credit Card Processing Activities > Record Merchant Service Deposits

6.    If you have Billing Solutions set for automatic payment reminders, make sure to synchronize changes every time you receive a manual payment by going to Customers > Billing Solutions > Synchronize Changes 

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Written by Ruth Perryman, MBA, CMA, CFE, CFM

Ruth is the president of The QB Specialists, an Intuit Solutions Provider that has helped thousands of businesses nationwide get the most out of QuickBooks and payroll. Ruth has over 20 years of industry experience, including 5 years as a Chief Financial Officer. She is an Advanced Certified QuickBooks ProAdvisor and a member of Intuit’s Trainer/Writer Network. She is also certified in QuickBooks Enterprise and Point of Sale.

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