Wednesday, January 23, 2013

QuickBooks: Inserting Invoice Numbers in QuickBooks emails



"I would like to include the invoice number in the subject line when I email invoices to my clients but I haven't been able to figure out how to do it.  Can you help me?"

When you use the Send button in QuickBooks 2012 to email a copy of an invoice (or, the Email button in QuickBooks 2013) the content of the email message is set in your Send Forms preferences.  To insert the invoice number in the subject line of an invoice you should follow these steps:  

-> Edit
-> Preferences
-> Send Forms
-> Company Preferences screen

You can then edit the Subject line and insert the tag “<NUM>”. This will make QuickBooks insert the invoice number at this point.

Very handy! This works in QuickBooks 2012 and 2013, it might not be available in older versions (I haven’t looked). You cannot use this in the body of the email message. Note also that special characters in the invoice number are stripped out – in QuickBooks I might have “2013-001″ but in the email it will show as “2013001″.

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