Learn How to Setup Email In QuickBooks Effortlessly

Last Updated on March 14, 2024

This guide is developed to help you set up email in QuickBooks to fit your requirements and provide the necessary functionality to streamline your business.
When you wish to send invoices, reports, and transactions to your clients, colleagues, etc., scanning, printing, saving as PDFs, and then sending can become a challenging and hectic procedure. However, if you’re using the top-rated accounting and bookkeeping application QuickBooks, you have an excellent feature on your hands. All you have to do is learn to set up email in QuickBooks and then send and track everything you have sent them. It’s a hassle-free process, and our comprehensive guide aims to simplify it for you.

If you face any issues in configuring email in QuickBooks, then call us at 1.855.738.2784 and get immediate assistance on the line for the said issue.

Setting up Emails in QuickBooks Desktop

QuickBooks Desktop users can set up their email services on Webmail and Outlook. However, before getting started, you should ensure you have Outlook 2010 or newer and a working Outlook profile.

Setting up Outlook to work with QB

Now, we’ll dive into how we can have Outlook work with QuickBooks without issues.

1. Firstly, we want you to contact your internet or email provider and obtain the following details:
   • Your Username
   • A Strong Password
   • Incoming email server address
   • Incoming email server type
   • Outgoing email server address
2. Secondly, we will learn to set up Outlook:
   • Open QuickBooks and go to Edit.
   • Choose Preferences and as the window opens, select Send Forms.
   • Select the Outlook option under the My Preferences tab and click OK.

Setting up Secure Webmail to Work with QuickBooks

Now, we’ll focus on linking a secure webmail that works without errors with QuickBooks. But before that, let’s look into some pre-considerations:

1. Secure webmail is compatible with newer QuickBooks Desktop versions, creating an easier and safer connection to your email.
2. You need to link your Intuit and webmail account to work on Secure Webmail.
3. After linking once, there’s no need to reenter your password every time you send an email.

Here’s a list of QuickBooks versions that work well with secure webmail:

• QuickBooks 2019 and 2020 support integration with Gmail, Yahoo Email, Windows Mail, Hotmail, and AOL. For the Mozilla Thunderbird Email Client, only the plain text version is supported.
• In the case of QuickBooks 2018, integration is available for Gmail and Hotmail/Live users.

Some things to know when you set up secure webmail to work with QB:

1. When you enable Secure Webmail in your company file, it requires you to establish a strong password for the file.
2. In hosted environments, you may still need to log in to your webmail, as is the case with Right works, when sending emails.

Now, let’s dive into the steps to set up secure webmail:

1. Navigate to the Preferences section by choosing Edit in the QuickBooks menu, and then click on Send Forms.
2. Tap Web Mail and click on Add.
3. Choose your provider from the dropdown list and enter your email address.
4. Select the Use Enhanced Security checkbox and hit OK (You can unmark the box if you encounter the error message: Network Error. Please try again).
5. Upon receiving a prompt, sign in to your Intuit account.

The login page for your webmail provider will appear; sign in and grant Intuit access as required.

Setting up Webmail to work with QuickBooks

Before we set up Webmail and ensure it works with QuickBooks, we’ll consider the following points:

1. Confirm your webmail servers and port settings with your Internet Service Provider (ISP).
2. Ensure your account settings for two-step verification are enabled as required by webmail providers.
3. Note that QuickBooks can automatically fill in information for some of the most frequently used providers.

To set up QuickBooks Desktop Webmail, follow the given steps accordingly.

1. Go to the QuickBooks Desktop application and select Edit.
2. A dropdown will appear; now click on Preferences.
3. A window will follow. Look for the Send Forms option in the window and click on it.
4. Click on Add, and another window will pop on the screen.
5. Fill out the required information in the Add Info field and click on OK.
6. Save changes by clicking OK.

Other things you should know to set up email in QB are as follows:

• In contrast to Secure Webmail, QuickBooks will request your webmail password when you send an email via webmail for the first time.
• If your password is not accepted, you’ll have to perform specific steps to resolve this problem.
• You can enhance your Gmail security for QB Desktop by following expert instructions.

Internet Service Provider (ISP) and Port Details

Note: Intuit doesn’t support providers using start tls encryption.

For Cox users: The usual SMTP configuration of Cox doesn’t involve SSL or login credentials when sending emails. QuickBooks Desktop, on the other hand, favors SSL connections and necessitates login information. Consequently, utilizing port 25 without SSL in SMTP is incompatible with QuickBooks Desktop. Instead, it is recommended to use SSL with either port 587 or 465.

*Please note: If port 465 proves ineffective, switch to port 587. Ensure that SSL is activated while attempting both port configurations.

Setting up Emails in QuickBooks Desktop for Mac

Now, we’ll look into sending and tracking emails by setting it up in QB Desktop for Mac. You have the option to configure multiple email accounts, and QuickBooks will remember the association between each email address and the corresponding type of message. Here’s a guide on how to establish this setup:

For QuickBooks Desktop Mac Plus 2022

The steps are detailed below:

1. Navigate to QuickBooks and tap Preferences.
2. Choose the Email icon.
3. Reach the “For sending Emails…” section and choose one of the following options:
   • Send using your Default Email handling application: This uses your system’s default email application, such as Mail or Outlook.
   • Send directly out of QuickBooks using your Email Account: This option involves adding your email account through an external service like Gmail.
4. If you click the default email application, you’re set. If you prefer a different email account, tap Gmail or Custom from the Email Provider dropdown. Then, proceed with the steps below.

If you choose Gmail as your email service provider, perform the following tasks:

1. Tick the Enhanced Security checkbox, as we recommend.
2. Proceed with the steps to grant authorization for accessing your email address. Click OK to initiate this process.

For Custom email provider selection, the steps are as follows:

1. If you click Custom or you didn’t tap the Enhanced Security checkbox, assign an identifiable name to the account and complete the remaining fields. Note: Your email provider can furnish the correct SMTP settings. Ports 25, 465, and 587 are commonly used for email. If encountering connection issues, experiment with various port and connection type combinations. For instance, consider using Port 465 with Connection Type SSL/TLS or Port 465 with Connection Type Start TLS.
2. Click OK. QuickBooks will try to validate the connection to your email provider’s server. Upon successful validation, QuickBooks will close the sheet and display the account in the Email Accounts list.

For QuickBooks Desktop Mac 2021 and Earlier

Let’s look into the steps to set up email in QB Mac 2021:

1. Navigate to QuickBooks and click on Preferences.
2. Hit the Email icon.
3. Access the “For sending Emails…” section and choose one of the following options:
   • Send using your Default Email handling application (e.g., Mail or Outlook).
   • Send directly out of QuickBooks using your Email Account (if you wish to add your email account through a separate service like Gmail).
4. If you click your default email application, you’re good to go.
5. For a different email account, provide an easily identifiable name for the account and complete the remaining fields. Note: Your email provider can offer the appropriate SMTP settings, with common ports being 25, 465, and 587. If you encounter connection issues, experiment with different combinations of port and connection types. For instance, consider using Port 465 with Connection Type SSL/TLS or Port 465 with Connection Type StartTLS.
6. Upon selecting OK, QuickBooks will attempt to validate the connection to your email provider’s server. If successful, QuickBooks will close the sheet and display the account in the Email Accounts list.

You’ll find the email address listed in the From field of your message, and you can select any account to send from.

Technical Help for QuickBooks Email Problems!

At the end of our blog, we hope all your queries on the process of setting up email in QuickBooks will be answered after reading this written piece. However, if you still have some questions or are facing any issues in the given process, then feel free to call our QuickBooks expert team on our toll-free number +1.855.738.2784 and get immediate support.

FAQ’s

Edward Martin

Edward Martin is a Technical Content Writer for our leading Accounting firm. He has over 10 years of experience in QuickBooks and Xero. He has also worked with Sage, FreshBooks, and many other software platforms. Edward’s passion for clarity, accuracy, and innovation is evident in his writing. He is well versed in how to simplify complex technical concepts and turn them into easy-to-understand content for our readers.