Set up Email in QuickBooks

Set up Email in QuickBooks

The following article gives you instructions on how to do set up Email in QuickBooks Desktop and QuickBooks Online. Emails from QuickBooks are one of the most useful features that one would have expected within the program. Just click on the send the email button and you will communicate with all your customers in one go.

How QuickBooks Functions?

A typical QuickBooks setup involves registering for the software and optionally adding QuickBooks Live for tailored configuration. As your business expands, you have the flexibility to onboard freelancers, contractors, or full-time staff. These additions can use QuickBooks Time to track billable hours and QuickBooks Payroll to streamline monthly remittances. QuickBooks offers three primary centers to efficiently manage your inventory and contacts: the Inventory Centre, Vendor Centre, and Customer Centre. The Vendor and Customer Centers act as centralized hubs for business transactions associated with vendors and customers, respectively. The Inventory Centre simplifies the management of your inventory and non-inventory items, encompassing products you stock and those you sell.

Before Setup Email, Choosing the Right QuickBooks Version for your Needs

QuickBooks offers various versions tailored to specific business requirements. Here, we explore different QuickBooks products to help you determine which one aligns with your business goals.

QuickBooks Online

QuickBooks Online Accountant

  • Designed for accountants to manage clients’ QuickBooks data.
  • Equipped with accountant-specific tools for streamlined reviews.

QuickBooks Desktop

  • Locally-installed accounting tool for efficient customer and bank account management.
  • Available in three solutions at varying price points, enabling customization to your accounting needs.

QuickBooks for MAC

  • Tracks inventory, manages bills, tracks time, monitors income and expenses, handles sales tax, and generates reports on Mac systems.

QuickBooks Pro

  • Offers a 38% performance boost compared to other QuickBooks versions.
  • Includes enhanced productivity tools for effective business management.
  • Centralizes transactional and customer contact data for improved customer service.
  • Simplifies purchase order creation and matching with received inventory.

QuickBooks Self-Employed

  • Ideal for small businesses and beginners.
  • Automatically tracks mileage through phone GPS and categorizes trips.
  • Estimates taxes, sends reminders, and facilitates tax filing through TurboTax integration.
  • Provides business performance insights through built-in reporting.

QuickBooks Point of Sale (POS)

  • Accepts cash, debit, and credit card payments.
  • Reconciles transactions in QuickBooks Desktop.
  • Tracks inventory, connects with cash registers, applies departmental discounts, updates prices, manages UPC codes, and syncs sales data.

QuickBooks Payroll

Each QuickBooks version caters to specific business needs, ensuring you can select the most suitable solution for your operations.

Advantages of Email Service Integration with QuickBooks

  • Streamlined Invoicing: Traditionally, sending invoices required a cumbersome process of creating, printing, scanning, and emailing. This labor-intensive approach limited the number of invoices that could be sent in a day. By integrating email services into QuickBooks, users can effortlessly send invoices directly within the QuickBooks platform, saving valuable time and effort.
  • Effortless Payment Reminders: Managing late-paying customers can be a hassle. Integrating email with QuickBooks enables users to send gentle payment reminders to customers who are approaching their due dates or have fallen behind on payments, simplifying the collection process.
  • Efficient Data Handling: Importing and exporting data from emails has been made remarkably convenient in QuickBooks. Email integration allows for easy transfer of data from spreadsheets and other documents without the need for repetitive copy-pasting, enhancing overall efficiency.
  • Automated Contact Sync: Manually inputting customer and vendor contact details into both QuickBooks and email accounts can be tedious. Outlook Email service integration with QuickBooks automates contact synchronization, eliminating the need for redundant data entry.

A Step-by-Step Guide to Connecting Your Email to QuickBooks Desktop

In QuickBooks Desktop, it’s easy to set up your email service for seamless communication. You can use either Webmail or Outlook to send transactions, such as invoices and reports. Follow these steps to configure your email.

Setting Up Outlook

Before you begin, ensure you’re using Outlook 2010 or a newer version and have an Outlook email profile.

Step 1: Obtain Required Information

Contact your internet or email provider to gather the following details:

  • Username and Password
  • Incoming email server address
  • Incoming email server type
  • Outgoing email server address

Step 2: Configure Outlook

  • Open QuickBooks and go to the Edit menu.
  • Select Preferences, then Send Forms.
  • Choose Outlook and click OK.
Note: If you don't see Outlook, follow instructions for handling a missing Outlook.

Setting Up Secure Webmail

Newer QuickBooks versions 2024 support secure webmail, enhancing the connection to your email and eliminating repetitive password entries. Link your Intuit and webmail accounts for this feature.


  • QuickBooks 2019 and 2020 support Gmail, Yahoo Email, Windows Mail, Hotmail, and AOL.
  • QuickBooks 2018 supports Gmail and Hotmail/Live.


  • Go to QuickBooks’ Edit menu, then select Preferences.
  • Click Send Forms.
  • Choose Web Mail and Add.
  • Select your webmail provider from the dropdown and enter your email address.
  • Enable the Use Enhanced Security option and click OK. (You can uncheck it if you encounter a “Network Error” message.)
  • When prompted, sign in to your Intuit account.
  • Your webmail provider’s login page will appear. Sign in and grant Intuit access.

Setting Up Webmail

Before starting, verify your webmail servers and port settings with your Internet Service Provider (ISP). Webmail providers may require two-step verification.


  • Access QuickBooks’ Edit menu and choose Preferences.
  • Click Send Forms then select Web Mail and Add.
  • Complete the Add Email Info section and click OK.
  • Confirm your changes by clicking OK.

Important Notes

  • Unlike Secure Webmail, QuickBooks will prompt you to enter your webmail password the first time you use webmail to send an email.
  • If your webmail password is not accepted, refer to additional resources for troubleshooting.
  • For specific instructions related to Google (Gmail) security enhancements, refer to the guide on setting up enhanced security in Gmail for QuickBooks Desktop.

A Step-by-Step Guide to Integrating QuickBooks with Gmail

In order to integrate your Gmail account within your QuickBooks account, you would first need to have a Gmail account created (if you don’t have it already).

For QuickBooks Online

Connecting your Gmail address to QuickBooks Online simplifies sending financial documents via Gmail. Here’s how to set up this integration…

  • LoginSign in to your QuickBooks Online account.
  • Create or Open Invoice: Either create a new invoice or open an existing one.
  • Save and Send– After filling in the necessary invoice details, select “Save and send” to access the preview window.
  • Choose Sender– Click on the “From” dropdown.
  • Add Gmail Address– opt for “Add Gmail address,” then select “Connect Google account.”
  • Google SignSign in to your Google account.
  • Allow Access: Select “Allow.” your Gmail address will now appear in the “From” field.

Once connected, future sign-ins to your Google account won’t be required. However, please note that your Gmail inbox won’t be accessible within QuickBooks Online. Any user with invoice-sending permission can utilize this email address.

For QuickBooks Desktop

Configuring QuickBooks Desktop to work with Gmail involves either setting up Outlook or using Secure Webmail. Follow the respective steps:

Set Up Outlook

  • Gather Information: Contact your internet or email provider to obtain the necessary details such as username, password, incoming email server address, type, and outgoing email server address.
  • QuickBooks Preferences: In QuickBooks, navigate to the “Edit” menu.
  • Select “Preferences” and then “Send Forms.”
  • Choose Outlook: Click on “Outlook” and confirm with “OK.”

Set Up Secure Webmail

  • Enable 2-Step Verification: Activate 2-step verification for your Google account.
  • QuickBooks Preferences: In QuickBooks, select “Edit” and then “Preferences.”
  • Configure Send Forms: Choose “Send Forms.”
  • Add Web Mail: Select “Web Mail” and click “Add.”
  • Specify Gmail: From the dropdown, pick Gmail as your email provider and enter your Gmail address.
  • Enhanced Security: Ensure that “Use enhanced security” is checked and finalize the setup with “OK.”
  • Intuit and Google Sign-In: Sign in to your Intuit account, followed by signing in to your Google account to grant Intuit access.

Please note that the exact steps and options may vary slightly depending on the version of QuickBooks you’re using. To ensure the best compatibility and security, always use the most up-to-date versions of both QuickBooks and Gmail.

If because of any issue you are not able to properly set up email in QuickBooks up the program then you can speak to our QuickBooks Experts. We are available 24/7, as we cater to the needs of QB users around the world. Thus, you can dial our QuickBooks experts support Canada number and get your every query sorted.

Frequently Asked Questions

How can I set up email in QuickBooks for sending invoices and reports?

To set up email in QuickBooks, go to the “Edit” menu, select “Preferences,” and then choose “Send Forms.” From there, you can configure your email preferences, including email provider (Outlook, Webmail, etc.), and set up your email account for sending invoices and reports.

What should I do if QuickBooks is unable to send emails through Outlook?

If QuickBooks encounters issues sending emails through Outlook, first ensure that Outlook is set up and functioning correctly. If the problem persists, try adjusting administrator privileges for QuickBooks, as detailed in the troubleshooting steps provided.

Can I use Gmail or other webmail services with QuickBooks for emailing documents?

Yes, QuickBooks supports secure webmail services like Gmail, Yahoo Mail, and others. You can integrate these services with QuickBooks to send invoices, reports, and other documents directly from your webmail address.

Do I need to enter my email password every time I send an email through QuickBooks?

No, if you’re using secure webmail integration and have linked your Intuit account with your webmail account, you won’t need to re-enter your password each time you send an email. It streamlines the process for convenience.

How can I email my clients using QuickBooks?

All you need is a working email linked to your company file, or you can include it when you send your customer a sales receipt, estimate, or invoice. Create a new transaction or open an existing one (estimates, invoices, sales receipts) from the main menu. Select Email from the 3 dots menu.

How do I give QuickBooks permission to utilize my Outlook email?

Configure Outlook to function with QuickBooks.
● You have to go to the Edit menu in QuickBooks. Then you have to choose Preferences, then click Send Forms.
● Then you have to select Outlook and click on OK.