How to Change Email Template in QuickBooks Desktop?

Changing email templates in QuickBooks Desktop helps you maintain consistent, professional communication with clients. Whether sending invoices, estimates, or statements, customizing templates saves time and ensures your messaging aligns with your brand.

This guide walks you through the process of updating and managing email templates in QuickBooks Desktop, including sample subject lines, personalization tokens, and tips for testing and troubleshooting. By the end, you’ll be ready to efficiently use and customize your templates for all your QuickBooks emails.

Key Elements / Guidelines

When changing an email template in QuickBooks Desktop, focus on the following core elements:

• Greeting: Open with a professional and personalized line.

  • Example: “Dear [Customer Name],”

• Email Body: Clearly state the purpose of the email (invoice, reminder, statement). Keep it concise.

• Subject Line: Ensure the subject is specific and actionable.

  • Example: “Invoice #1234 from [Company Name]”

• Closing: End politely and professionally.

  • Example: “Thank you for your business, [Your Name]”

• Signature: Include your company contact info, website, or tagline.

These elements ensure your emails are clear, professional, and aligned with your brand identity. Proper formatting improves readability and client engagement.

Check out more email templates.

Tips / Do’s and Don’ts

Here are essential do’s and don’ts to keep in mind when editing QuickBooks Desktop email templates:

Do’s:

• Personalize each email using customer name tokens for better engagement.

• Keep subject lines concise and descriptive.

• Use professional language and maintain brand voice.

Don’ts:

• Don’t overload emails with unnecessary details; clarity is key.

• Avoid informal language or slang in professional communications.

• Don’t skip testing your templates before sending to clients.

Following these practices ensures your QuickBooks emails look professional and reduce mistakes.

See how to share email templates in Gmail with your team.

Sample Templates

Here are three sample email templates you can adapt in QuickBooks Desktop:

Invoice Email Template

Use this template when sending invoices to clients.

Subject: Invoice #[Invoice Number] from [Company Name]
Body:
Dear [Customer Name],

Attached is your invoice #[Invoice Number] for [Product/Service]. Please review and process payment by the due date [Due Date].

Thank you for your continued business.

Best regards,
[Your Name]
[Company Name]
[Contact Info]

Estimate Email Template

Send estimates professionally using this template.

Subject: Estimate #[Estimate Number] from [Company Name]
Body:
Dear [Customer Name],

Please find attached your estimate #[Estimate Number] for [Product/Service]. Let us know if you have any questions or need modifications.

Looking forward to your response.

Sincerely,
[Your Name]
[Company Name]
[Contact Info]

Learn how to open an email template in Outlook quickly.

Payment Reminder Email Template

Use this template for overdue invoices.

Subject: Reminder: Invoice #[Invoice Number] Due
Body:
Dear [Customer Name],

This is a friendly reminder that invoice #[Invoice Number] for [Product/Service] is due on [Due Date]. We would appreciate your prompt payment.

Thank you for your attention.

Warm regards,
[Your Name]
[Company Name]
[Contact Info]

Formatting Tips

Maintaining proper formatting enhances readability:

• Use standard fonts like Arial or Calibri.

• Keep paragraph spacing consistent.

• Save templates in QuickBooks as default for repeated use.

• Optionally, differentiate between formal (business clients) and casual (regular clients) tone.

Proper formatting ensures your email templates are professional, clear, and visually appealing.

Explore how to use Canva email templates in Gmail?

How to Change Email Template in QuickBooks Desktop?

Follow these steps to update your email templates:

1. Open QuickBooks Desktop and go to the Edit menu.

2. Select Preferences, then choose Send Forms.

3. Click the Company Preferences tab.

4. Choose the form type you want to edit (Invoice, Estimate, Statement).

5. Click Edit Template.

6. Customize the subject line, message body, and signature using tokens like [Customer Name] or [Invoice Number].

7. Click OK to save changes.

8. Test the template by sending a sample email to yourself.

[Insert screenshot: step 5 — Edit Template]
Alt text: QuickBooks Desktop template editing screen showing subject and body fields

Troubleshooting Checklist:

• Verify email setup in QuickBooks is configured correctly.

• Ensure personalization tokens are valid.

• Test emails before sending to clients.

Automation Tips:

• Save commonly used templates for repeated invoicing.

• Use sequences or reminders to automate overdue invoice emails.

FAQs

How do I write a professional QuickBooks email template?

Keep the template clear, polite, and structured with a greeting, purpose, and courteous closing. Include relevant personalization tokens.

Can I send a QuickBooks email template to multiple clients?

Yes, you can batch send invoices or statements using your saved templates. Always verify personalization tokens before sending.

What should I avoid when creating QuickBooks email templates?

Avoid negative language, oversharing, or informal tone. Keep it concise, professional, and aligned with your brand.

Conclusion

Changing email templates in QuickBooks Desktop helps streamline client communications while keeping your emails professional and consistent. By customizing subject lines, messages, and signatures, you save time and improve engagement with clients.

Explore more professional templates on MsCareerGirl.com, and bookmark this guide for future reference. Sharing these tips ensures your team maintains a polished, client-focused email strategy.