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Is Your QuickBooks Not Sending Invoices – QuickBooks Desktop

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Are you struggling with QuickBooks not sending invoices issue? You might be sending invoices using QuickBooks for years, and suddenly, you face problems emailing invoices to QuickBooks. It becomes frustrating when this happens, as most of the users use QuickBooks for emailing invoices, statements, and payroll details to customers and employees.

Sometimes, the problem arises when emailing to a specific customer, while sometimes, the users can’t send email invoices to anyone. In this blog, we will explore the different reasons why your QuickBooks can’t send invoices. Moreover, we will walk you through the troubleshooting methods to fix this issue.

Is your QuickBooks not sending invoices and this is causing a delay in workflow? Get your issue fixed at the earliest with the assistance of a ProAdvisor. Dial 1(800) 580-5375

QuickBooks Can’t Email Invoices

Let us take a look at the issue a QuickBooks Desktop user faced when sending email invoices. The user has been sending email invoices to their customers using QuickBooks for years. However, one fine week, they tried to email their customer an invoice, and after they were prompted to enter their password, a notification showed up on their screen stating, “QuickBooks is unable to send your emails.” The user tried basic troubleshooting, such as checking that the password was correct, updating and reinstalling QuickBooks, and checking in the send forms to ensure that the Gmail settings were correct. However, they were met with no success.

Different users may face unique problems when sending email invoices or statements using QuickBooks. For example, some issues the users might face are:

  • Can’t email invoices
  • Can’t send email invoices for certain email addresses
  • Can’t send invoices using Gmail on a QuickBooks workstation
  • Can’t email invoices and statements
  • Customers can’t receive my invoices
  • QuickBooks is unable to send your email to Outlook
  • Outlook cannot log on when emailing

Why is Your QuickBooks Not Sending Invoices?

Now, let us look at some possible reasons why your QuickBooks is not sending invoices.

Email Configuration Issues

QuickBooks is not able to send email invoices if the email account is not set up correctly.

Email Server Problems

QuickBooks might face difficulty in establishing a connection with email service providers and thus can’t send invoices.

Email Authentication Failure

QuickBooks can’t authenticate the user in case the password or login credentials are incorrect or if the involved applications( such as Outlook) require administrator permission.

Firewall or Antivirus Blocking

If the Windows or antivirus blocks the QuickBooks program from running or accessing the firewall, QuickBooks will not be able to send email invoices. Often the antivirus blocks outgoing emails, leading to a QuickBooks error.

Invalid Email Address

In case the email address entered is entered, the invoices or statements you send won’t be delivered or bounced back.

Email Service Provider Limitations

Often, the issue is caused by the limitations or changes in the settings or policies of the email service provider. For example, if you have connected your Gmail account to QuickBooks and send invoices using it, changes in the security settings and policies of Gmail often block QuickBooks from sending invoices. Email service providers such as Gmail often revise their security settings.

Attachment Size Limits

Sometimes, email invoices or statements can’t be sent because the attachments exceed the maximum allowed size.

QuickBooks Version Compatibility

QuickBooks releases a new version every year, such as QuickBooks Desktop 2022, QuickBooks Desktop 2023, etc. While it is not mandatory to upgrade your QuickBooks Desktop version, outdated versions that are years old often run into issues.

They face compatibility issues with Microsoft programs and components and other third-party services. Therefore, it is a good idea to upgrade your QuickBooks Desktop to the latest version in at least a few years.

Software Updates Needed

If you haven’t updated QuickBooks Desktop for a long time, it might be missing the latest release for your version. This potentially can give way to QuickBooks not sending invoices through email issues.

Internet Connection Issues

QuickBooks and your email service provider need a stable internet connection to work. Therefore, if you don’t have a stable internet connection with good internet speed, this will create a problem when you email the invoices.

Troubleshooting QuickBooks Not Sending Invoices Issue

In the last section, we saw that QuickBooks might not be able to send invoices owing to a number of issues. Therefore, troubleshooting the issues often involves carrying out various solutions. Let us take a stepwise approach to make sure that you are able to send email in QuickBooks Desktop.

Run Windows Update

Often, QuickBooks cannot send emails due to outdated components or compatibility issues between Microsoft Office and QuickBooks.

Therefore, we recommend you first update your Windows. This will ensure that you have the latest components installed.

  • Tap on the Start
  • Type in Windows Update.
  • Click on Windows Update Settings.
  • Click on the Check Windows for Updates button.
  • If the updates are available, you will see the options to download and install them.
  • Click on the Download Updates button and allow all the updates to be downloaded.
  • If in the Update Window you see the requirement to restart the Windows to install the updates, click on it.
  • Follow these steps until you successfully install all the available updates.

Update QuickBooks Desktop

If your QuickBooks Desktop software is outdated, it might cause an issue when you try to send invoices. To ensure this isn’t the case, we recommend you update QuickBooks Desktop.

This is assuming you have the required QuickBooks Desktop subscription and are not using a very outdated version.

Let us see how you can install the latest release for your QuickBooks version.

  • Open QuickBooks Desktop.
  • Navigate to Help.
  • Tap on Update QuickBooks Desktop.
  • Now, click on Options and choose Mark All.
  • Tap on Save.
  • Head to Update Now and mark the checkbox for Reset Update.
  • Click on Get Updates.
  • When the update is completed, close QuickBooks Desktop.
  • Open QuickBooks Desktop and tap on Yes when asked to complete the installation.
  • Now, sign in to your company file.

Update to the Latest Microsoft Office 365 Release

Often, when you encounter QuickBooks not sending invoices issue, you also see the error message “Outlook cannot log on.” To prevent similar issues from happening, you should update your Microsoft Office 365 to the latest release.

  • Open the Outlook application.
  • Click on the File
  • Navigate to Office Account < About Outlook.
  • You will be able to see the release information here.
  • To download and install the latest release, tap on Update Options.
  • Click on Update Now.

Once you are done updating QuickBooks Desktop, Windows, and Microsoft Office 365, restart your computer. Now, send email invoices and check if you face a problem.

Handpick Note: QuickBooks Data Missing After Update? Try These Steps

If you do, continue to the next troubleshooting steps.

Check Admin Privileges

First, ensure that you haven’t set QuickBooks to run as an administrator automatically.

For that, follow these steps:

  • Exit from QuickBooks Desktop and close the application.
  • Click on the Start
  • Enter QuickBooks in the search box.
  • When the QuickBooks icon appears, right-click on it. Tap on the Open file location
  • You will see the exe file in the folder.
  • Right-click on QuickBooks.exe and tap on Properties.
  • Choose Compatibility.
  • Unmark the checkbox for Run this program as Administrator. In case you can’t access the option if it is grayed out, click on Show Settings for All Users. This will make the option available. Make sure to unmark the checkbox for Run this program as Administrator.
  • Once done, tap on Apply, followed by OK.

Now, open QuickBooks Desktop and try sending a test email or invoice.

Check Email Preferences

In this section, we will check if the issue arises because of incorrect email preferences.

  • Open QuickBooks Desktop and click on the Edit
  • Tap on Preferences.
  • If you use Microsoft Outlook with Microsoft Exchange Server, first open and sign into Outlook.
  • Now, tap on Send Forms.
  • Next, click on My Preferences.
  • Choose Outlook as the email option.
  • Click on OK.

Now, open QuickBooks Desktop and try sending a test email or invoice. If the QuickBooks not sending invoices issue persists, toggle the preferences.

  • Open QuickBooks Desktop and click on the Edit
  • Tap on Preferences.
  • Click on Send Forms.
  • Head to the My Preferences
  • Choose QuickBooks E-mail or Webmail, and tap on OK. This will turn off the preferences.
  • Click on the Edit
  • Tap on Preferences.
  • Click on Send Forms.
  • Head to the My Preferences
  • Choose Outlook and click on OK.
  • Close all the programs open on the desktop
  • Restart your system.

Now, open QuickBooks Desktop and send a test email or invoice.

Check Internet Options

Let us check your email preferences using the Internet options settings.

  • Close QuickBooks Desktop.
  • Click on the Start
  • Type Internet Options in the search bar.
  • Now, tap on the Programs
  • Click on Set Programs.
  • Now, the default programs window will open.
  • Scroll down to Mail. Click on Mail.
  • You will see the option to choose a default program. Click on it.
  • Now, choose your email service provider.
  • Finally, tap on Apply and OK.

Now, open QuickBooks Desktop and send a test email or invoice.

Repair MAPI32.dll

Repairing MAPI32.dll can prove challenging. Therefore, only proceed with these steps if you have a good level of expertise in computer operations. Otherwise, contact a QB ProAdvisor or IT professional.

Firstly, let us isolate the issue with a test.

  • Restart the system.
  • Launch Microsoft Word and create a new file.
  • Tap on the file menu and select Send.
  • Finally, click on the email as a PDF attachment.

Try sending a test email in this way. If you fail to send a test email, the problem lies with your MS Office applications.

However, if you can send an email but fail to send it through QuickBooks Desktop, let us repair MAPI32.dll

  • Close any program that is open on your computer.
  • Click on the Start
  • Type in File Explorer in the search bar.
  • Now, in the File Explorer window, there will be a search bar in the top panel.
  • Enter C:\Windows\System32 in the search bar.
    confirm system32 in the search bar
  • Locate exe and click on it.
  • Go along with the on-screen instructions you see.
  • Wait for the repair process to finish.
  • Finally, restart your system.

Try to send an email invoice to QuickBooks Desktop and check if the issue is resolved.

Follow These Steps If You Use Web Mail

First, we will check the email preferences for webmail and ensure it is set right.

Check Web Mail Preferences

Let us walk you through how to check your webmail preferences. Please skip this step if you don’t use webmail.

  • Open QuickBooks Desktop and click on the Edit
  • Tap on Preferences.
  • Now, tap on Send Forms.
  • Next, click on My Preferences.
  • Choose the email account you use and tap on Edit.
  • You can either select Default or mark the SSL box.
  • Now check the server name field and ensure it is according to your email service provider settings. For example, if you see smtp.mail.yahoo.com in the server name, change it to intuit.smtp.mail.yahoo.com.
  • Tap on OK.
  • Mark the checkbox for Use enhanced security if you can see it.

If QuickBooks Won’t Accept Your Web Mail Password,

Sometimes QuickBooks doesn’t accept your password when you use email services like Gmail or Yahoo to send invoices.

To fix the issue, check your email provider settings.

Gmail

When Google considers an app or service less safe, it blocks the application’s access to it. Therefore, open your Gmail settings and allow access to less secure apps. Alternatively, you can also set access preferences for QuickBooks.

Once done, reopen QuickBooks Desktop and send a test invoice.

Yahoo! Mail

Yahoo! Mail features a two-step verification process. Therefore, review the security settings.

  • Navigate to the Yahoo Account Security
  • Toggle on the switch for Two-step verification.
  • Turn on the switch for Allow apps that use less secure sign-in.

Once done, reopen QuickBooks Desktop and send a test invoice.

For Other Email Services Like Hotmail, AOL

For other email services, check your security and filter settings. Create exceptions or rules to make sure the QuickBooks hasn’t disallowed access.

QuickBooks in RightNetworks

You need to finish the Multi-Factor Authentication request with RightNetworks. In case you can’t sign in to RightNetworks with the help of your internet browser, connect with them for help in setting up.

Check Antivirus Settings and Create an Exclusion

If your antivirus blocks QuickBooks, its connection to the internet, or the ports the email provider uses, you might not be able to send an email. In such conditions, you need to create a QuickBooks exclusion for your antivirus.

For example, if you use Norton or McAfee:

  • Ensure Port 465 is open for Yahoo! Mail.
  • Ensure Port 587 is open for Gmail and all other email services.

Wrapping It Up!

The above blog will provide you with a guide in case you encounter QuickBooks not sending invoices. However, if the issue persists after you run the above troubleshooting methods, contact a QuickBooks expert or IT professional.

Dial 1(800) 580-5375 and talk to our QB ProAdvisor to get real-time assistance to ensure you can send email invoices.

Frequently Asked Questions

Why is my QuickBooks not sending invoices?

QuickBooks might not be able to email invoices due to incompatibility issues, incorrect email configuration, and more. Explore this guide on how to fix the not sending email invoices issue in QuickBooks Desktop.

Can I use Gmail to send email invoices through QuickBooks Desktop?

You can use Gmail, Outlook, Yahoo! Mail and other email service providers to directly send an email from QuickBooks Desktop.

When does an invoice emailed to a customer bounce back?

An invoice emailed to a customer might bounce back if the entered email address is incorrect or if there is an issue connecting with the email server.

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