Printing and Emailing Invoices and Statements in QuickBooks

Printing and emailing invoices and statements in QuickBooks is a crucial part of your business’s billing and communication process. QuickBooks makes it easy to generate and distribute these documents. Here’s how to print and email invoices and statements in both QuickBooks Online and QuickBooks Desktop:

Printing and Emailing Invoices and Statements in QuickBooks Online:

1. Log In to QuickBooks Online:
   • Open your web browser and log in to your QuickBooks Online account.
2. Create or Locate the Invoice or Statement:
   • To create a new invoice or statement, go to the “Sales” menu and select “Invoices” or “Statements.”
   • To locate an existing invoice or statement, go to the respective section under the “Sales” menu.
3. Customize the Invoice or Statement (Optional):
   • Before printing or emailing, you can customize the appearance and content of the document by selecting the “Customize” option.
4. Print the Invoice or Statement:
   • To print the invoice or statement, click the “Print” button while viewing the document. This will open a print dialog that allows you to select your printer settings.
5. Email the Invoice or Statement:
   • To email the document, click the “Save and send” or “Save and close” button after customizing it.
   • Choose the email recipient (customer or vendor) and verify the email content.
   • Click “Send” to send the email.

Printing and Emailing Invoices and Statements in QuickBooks Desktop:

1. Launch QuickBooks Desktop:
   • Open QuickBooks Desktop on your computer.
2. Create or Locate the Invoice or Statement:
   • To create a new invoice or statement, go to the “Customers” menu and select “Create Invoices” or “Statements.”
   • To locate an existing invoice or statement, go to the “Customers” menu and select “Invoice” or “Statements.”
3. Customize the Invoice or Statement (Optional):
   • Before printing or emailing, you can customize the appearance and content of the document by selecting the “Customize” option.
4. Print the Invoice or Statement:
   • To print the invoice or statement, click the “Print” button while viewing the document. This will open a print dialog that allows you to select your printer settings.
5. Email the Invoice or Statement:
   • To email the document, click the “Email” button after customizing it.
   • Choose the email recipient (customer or vendor) and verify the email content.
   • Click “Send” to send the email.

Tips:

• In both QuickBooks Online and QuickBooks Desktop, you can set up email templates for invoices and statements to ensure consistency in your communications.
• Make sure you have the correct email addresses for your customers and vendors in your QuickBooks contact list.
• QuickBooks allows you to save invoices and statements as PDF files before printing or emailing. This is useful for archiving or sharing digital copies.
• Regularly review the “Sales” or “Customers” section to keep track of your invoices and statements.

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Printing and emailing invoices and statements in QuickBooks help you streamline your billing processes, reduce paperwork, and communicate effectively with your customers and vendors. It’s an essential part of managing your financial transactions and maintaining professional relationships.