How to Fix QuickBooks Won’t Send Email Invoices

In QuickBooks, the user can face issues while sending their invoices to customers using an email. The error that QuickBooks won’t send email invoices is one of the problems. All the problems are listed below with the solutions that help you to resolve them on your own.

You just have to follow the step-by-step process and then resolve the problem that causes QuickBooks 2022 won’t send email invoices. The reasons are also listed here that you must know about so that you can identify the root cause and then go with the correct solution.

Reasons that cause you the error QuickBooks won’t send email invoices

The reasons are listed here that you must know about; just go through it and find out you are the root cause to solve the problem you are facing regarding the invoices that you are not able to send to your customers using QuickBooks Desktop.

The reasons are listed here:-

• The domain admin was blocked
• You have set email preference incorrectly
• Set the Email provider’s account security settings
• QuickBooks installation is damaged.
• Email settings are not right
• The MAPI32.dll file has been damaged
• Wrong Outlook Installation
• The error occurs when Outlook starts in the background while sending an email in QuickBooks

Symptoms of QuickBooks won’t send email invoices error

Inspect the following sign and symptoms when the QuickBooks won’t send email invoices problem occurs in your software.

• Your computer will close automatically
• QuickBooks will not begin
• The computer’s screen will freeze and stop working
• Your QuickBooks software freezes and doesn’t respond to your input commands

Things you need to consider before moving on to the Solutions

Some of those things that you have to do are as follows:

• Check the Antivirus and Firewall in QuickBooks access.
• Check the system specifications for Outlook software compatibility according to the version of QuickBooks you are using
• Also, Backup company data files locally
• Checking internet connectivity issues.
• Verifying the email service provider issues.
• Checking the invoices and emails in the spam filters.

Rectification Methods to Fix the “QuickBooks Won’t Send Email Invoices” Problem

Method 1: Make Sure the Email Preference Is Set Correctly in Quickbooks

Sometimes incorrect email preference setup in quickbooks leads to such problems. Make sure to check the right email preferences to avoid this problem. How to do it? let’s check it out below;

• Click ‘Edit-> Preferences -> Send Forms
• Now select the My Preferences tab and click on ‘Send E-mail Using’ and set the option you want to use.
• Now, click OK
• If you find the choice to be set correctly, follow these steps:
  • Select ‘Edit -> Preferences -> Send Form’
  • Select the ‘My Preferences’ tab then click on ‘QuickBooks E-mail’, and then click OK.
  • Click on Edit -> Preferences
  • Select ‘Outlook’ and then click on OK
• Now, shut down QuickBooks and other applications.
• Restart Windows and then, restart QuickBooks
• Email the report now.

Method 2: Make Sure You Have the Right Email Address

Sometimes incorrect sending email leads to a “QuickBooks won’t send emails” problem, Please double check you have entered the right email in the recipient box.

Method 3: Verify the settings for your internet connection

Sometimes, bigger problems have smaller solutions, Make sure your internet connection setting is on the right path to avoid “quickbooks won’t send invoices” problem.

• Choose Internet Connection Setup under the Help menu.
• Then select Next after selecting Use my computer’s Internet connection settings to create a connection when this application accesses the Internet.
• Click on Advanced Connection Settings after that.
• From the Advanced tab, choose the Restore Advanced Settings option.
• Finally, press OK to try updating QuickBooks Desktop once more.

Method 4: Confirm That Quickbooks Is Not Running as an Administrator

Here are the steps to check if QuickBooks is not running as an administrator:

• Right-click the QuickBooks icon and then click on Properties.
• Now select the Compatibility tab
• If Run this application as an administrator is selected, deselect it.
• If you see ‘Run this application as an administrator which is in gray, first select Show settings for all users
• Select Ok
• Now, restart QuickBooks which will solve this error.

Method 5: Make Sure Antivirus Is Blocking Quickbooks to Send Email

A. Steps to change the settings of antivirus

In this, you can do two things that are as follows:-

• You can disable the anti-virus while running QuickBooks or QuickBooks-related files.  But after you are done with your QuickBooks files then you have to re-enable your antivirus software. So you have to do this every time you are using QuickBooks software.
• Another thing that you can do is add QuickBooks and their files in the settings of antivirus to get excess. This helps to run your QuickBooks software in files smoothly and easily. This also saves you time as you don’t have to enable or disable the software all the time. 

 B. Steps to modify the permissions of your system

 To modify the permission after the system you have to why did the name of the INI system file.

The steps are:- 

• First of all, open QuickBooks Desktop software on your Windows system
• Then press the F2 key from the keyboard
• After that press the F3 key that opens up the Tech Help window on your dream
• Click on the Open File tab
• Locate and select the QBW.ini file from the list of files
• Then open the file by clicking on the Open option
• The file opens up in the Notepad
• Now you have to add a new line in the Notepad at the end of the text that is- [QBWEBMAIL]CUSTOM_CERT_E NABLE=1
• Then click on the File menu option
• From the drop-down menu, select the Save option after saving close the Notepad
• Now close the QuickBooks Desktop software and then restart it again.

Method 6: QuickBooks Install Diagnostic Tool

• Start your computer.
• Make sure your internet is functioning properly.
• Open your browser and search for QuickBooks Install Diagnostic Tool.
• Download it in your system.
• When you receive a prompt dialog box, save this file to local Desktop of your system.
• Now you will have to close any open programs which are running in your system.
• Double click on QBInstall_Tool_v2.exe and run this program on your system.
• Once the diagnostic of your system is complete.
• Restart your computer to ensure the proper update.

Method 7: Uninstall and Then Reinstall Quickbooks for Windows Program Associated With QBW32Pro.Exe

For Windows 7 and Windows Vista, do the following:

• Go to the Start button and open Programs and Features.
• Now click on the Control Panel.
• Select Programs.
• Click on Programs and Features.
• In the Name column, search for QBW32Pro.Exe-associated program
• Select QuickBooks for Windows-associated entries.
• On the top menu, click on Uninstall button.
• Follow the instructions as prompted. It will uninstall your QBW32Pro.Exe-associated program.

For Windows XP, do the following:

• Go to the Start button and open Programs and Features.
• Click on Control Panel.
• Click on Add or Remove Programs.
• In the Currently Installed Programs, look out for QBW32Pro.Exe-associated program.
• After that, click on QuickBooks for Windows-associated entries.
• On the right side, click on the Remove button
• As prompted, follow the instruction to uninstall QBW32Pro.Exe-associated program.

For Windows 8, do the following:

• Go to the Start Menu image and right-click to open the Start Context Menu.
• Click on Programs and Features.
• In the Name column, look out for QBW32Pro.Exe-associated program
• Then click on the QuickBooks for Windows-associated entry.
• From the top menu, select Uninstall/Change.
• As prompted, follow the instructions to complete the uninstallation of your QBW32Pro.Exe-associated program.

Method 8: Repair Damaged MAPI32.dll File

• On Windows, close any open application.
• Navigate to the C: Windows System32 folder in Windows File Manager.
• Double-click the Fixmapi.exe file to open it.
• If you can’t find the file in Windows Explorer, you can use the Windows Search feature to look for it manually.
• Open QuickBooks and try to send an email after the utility has repaired the MAPI32.dll file.

Method 9: Upgrade the QuickBooks Desktop to the most recent version

• In the very first step, you are required to open your particular QuickBooks Desktop.
• Now, navigate to Help and then hover over Update QuickBooks Desktop.
• You need to click on Update Now.
• After that tap on Get Updates.
• Once you are done with the above step, you have to wait as it may take some time to update the QuickBooks Desktop.
• In the end, press the Close button.

Solution 10: Reinstall QuickBooks with the Clean Install Tool

Steps for QuickBooks users to Reinstall QuickBooks with Clean Install Tool:

• Close all the web pages and applications after saving all unsaved tasks.
• Clamp the Start button and type Task Manager.
• Once the ‘Task Manager’ window opens, stop all processes related to QuickBooks.
• Next, use the Clean Install tool to change the name of all QuickBooks applications and files.
• Restart your computer
• Check if the folders are not renamed and change their name manually.
• Uninstall the QuickBooks accounting software and restart the computer.
• Hold your license and product number nearby.
• Insert the installation disc into your computer’s disc drive or download an installation source copy from the Internet.
• Run the installation and then follow the on-screen guidance.
• Start QuickBooks and reactivate your software.
• Go to the Help Menu and Update Your QuickBooks
• Start your QuickBooks company file and try to send an email.

How do fix the QuickBooks won’t send email invoices error?

There are various problems because of which you are not able to send your invoices to your customers using the QuickBooks desktop software. Here, all the problems with the solutions are mentioned. You just have to pick the solution according to the problem you are facing.  The problems and their solutions are as follows:- 

To fix the issue make sure that the QuickBooks 2022 Point of Sale you are using is updated if not then do I update it? To update QuickBooks POS the steps are mentioned here:-

A. For Automatic Updates

• First of all, sign in to your QuickBooks 2022 Point of Sale system
•  Make sure that you have signed in as the administrator
•  In QuickBooks, go to the Help menu option
•  Further, click on the Software Update option
• Now, click on the option Updater preference
• Select the General tab
• In this tab, click on the Automatically download updates
• After that, click on the notify me the option to get new updates
•  In the end, click on the OK button
•  Now, QuickBooks automatically downloads the latest update and also installs it whenever required or available.

B. For Manual Updates

• Sign in to QuickBooks Point of Sale software
•  Make sure that you sign in as the admin
•  then click on the Help Menu option
•  Choose the Software Update option from the drop-down Menu
•  Click on the Check for updates option to check whether an update is available or not
•  If the update is available then the update now button is visible to you
•  Click on the Update Now button and then click on the OK button
•  After the update, you have to restart your computer. 

When you are done updating the QuickBooks 2022 Point of Sale then check the webmail settings in the preferences window.

To know how to check and set the preferences follow the below-mentioned steps:-

• Open QuickBooks 2022
• Click on the Edit menu option
• Select the Preferences option
• In the Preferences window, go to the left menu
• From the left menu, click on the Send Forms
• Now go to the My Preferences tab
• Choose the email account from which you want to send an invoice or you are using it
• Select the edit option to do some changes
• Tick mark the SSL box or you can also select the default option to get all the settings set as default
• Go to the Server name field, and verify that the server name matches your settings of the email provider
• When you are done with all this and everything is set according to the steps, you are all set. 

Connect your email to your QuickBooks Desktop using Outlook and webmail. You have to decide which one you are going to use so that you can do the setup accordingly.  By connecting email to QuickBooks, you can easily send your reports, invoices, and many other things in a simple manner.  Let’s get started to connect your email with QuickBooks Desktop.

A. To set up Outlook with QuickBooks

Step 1: Connect with your email or internet provider to know about the following information

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

Step 2: Detailed steps to set up Outlook

• In QuickBooks, click on the Edit menu
• Click on the Preferences
• Interferences select the Send Forms
• Now choose the Outlook
• In the end, click on the OK button.

B. To setup your Secure Webmail with QuickBooks

 in the secure webmail, the user has to use enhanced security to connect with QuickBooks for sending emails to their customers.  Here, you get to know with which version you can use secure webmail, a few things you have to do before setup, things you must know about that, and steps to set up secure webmail with your QuickBooks Desktop account. 

Things to be done before you start the setup 

• Secure webmail works when you connect your webmail account with a QuickBooks account or Intuit account
• The latest version of QuickBooks uses secure webmail because of a safer and easier connection with your email.
•  When you are linked to your account then you are not required to enter the password to send the email to your customers. 

Versions of QuickBooks that are working properly with secure webmail

• QuickBooks 2018- It is available for Gmail and Hotmail/Live users.
• QuickBooks 2019 and above- It is available for Windows mail, Hotmail, Yahoo email, AOL, and Gmail. (Mozilla Thunderbird email client*) *Supports plain Text version in Mozilla.

Few things that you must know about

• You have to sign in to your webmail If you are using the hosted environments while sending emails every time
• It is required to set up the password (Complex password) for your company files if you add this secure webmail to your QuickBooks company file.

The process to set up secure webmail with QuickBooks

• Click on the edit menu and do your QuickBooks desktop window
• From the drop-down menu, click on the option preferences 
• In the Preferences window, go to the My Preferences tab 
• Select the option Send Forms
• Choose the option webmail
• In webmail click on the add button to add your secure webmail
• Mention the email address and also select your provider from the drop-down menu
• Tick mark the checkbox named Use enhanced security
• Then click on the OK button
• Sign in to your Intuit account if it asks you so
• A login page of the webmail provider opens up 
• In this, log in and then provide Intuit access so that you can send invoices using secure webmail.

To set up webmail with QuickBooks

Before you get started, do the following things mentioned here

• If you have the most common providers then QuickBooks uses autofill information for the providers.
• You have to enable your two-step verification account setting If you are using the webmail with your QuickBooks account. 
• Check and verify your port setting and Webmail service with your ISP.

 The process to set up your webmail with QuickBooks

• On your computer, open QuickBooks Desktop
• Click on the Edit menu option that is on the top left side
• From the Edit menu options, click on the Preferences option
• Further, select the option Send Forms
• Click on the Webmail option
• Then click on the Add option
• Provide all the information in the Add Email
• After providing the correct information, click on the OK button
• Again, click on the OK button to save all the changes that you have done.

The error that you get in this problem is-

Could not connect to the email server: We are unable to connect to the email server for your email provider.

OR 

QuickBooks was unable to send your form because of the following reason: QuickBooks was unable to connect to the remote server but could not understand the server response. Please try again if the problem is resolved.

This error mostly happens with Yahoo email addresses so below you get to know about the solutions to fix it.  Firstly, try an even solution if still the problem is not resolved then proceed with another solution.  But still, if you are having some issues then connect with the QuickBooks helpdesk team.

Solutions to fix the connection problem with the Email Server

Solution A- Update your QuickBooks Desktop software to the latest version or release

• On your Windows system open the Internet Explorer browser
• Then open the QuickBooks page to update your software
• Now select the product that is QuickBooks desktop or the product you are using like QuickBooks point of sale
• Click on the Change link and then select QuickBooks software
• Select the Update button that starts downloading the updated file
• Now, you have to choose the option to set up automatic updates. This option helps you by letting you know how to set the QuickBooks update automatically. So that it automatically downloads and installs in the Latest update releases.

Solution B- Check your webmail Preferences setting

• In QuickBooks, click on the Edit menu option
• Further, choose the Preferences option
• Go to the left side pane and click on the Send Forms
• Choose the account from which you have to send the email under the My Preferences tab
• Then hit on the Edit option
• You get a screen of Edit email info, go to the SMTP Server Details section
• Set the server’s name and the port to the settings of your email provider
• Now, that you are done with the solution, try to send an invoice using your email in QuickBooks.

Solution C- Set the setting to default in your Internet Explorer

• In your Windows system
• Open the Internet Explorer
• Press Alt + T keys to open the Tools menu
• Click on the Internet Options from the menu shown to you
• Further, click on the Advanced tab
• Select the Restore Advanced Settings
• Then click on the OK button to close the Internet Explorer browser.

If you’re having trouble logging into QuickBooks online through your webmail account, there may be a problem with your password. Try changing it and retrying the login. If that still doesn’t work, please contact QuickBooks customer service for more help or follow the steps given below.

Solution A- Update QuickBooks Desktop

• On your Windows desktop
• Go to the icon of QuickBooks Desktop
• Right-click on the icon and then select the option Run as Administrator
• In QuickBooks, click on the Help Menu option
• From the drop-down menu, select the Update QuickBooks Desktop option
• A new window opens up, Select the Options tab
• Click on Mark all checkbox and then hit on save button to save all the changes
• Now click on the Update tab
• In this tab, choose the Reset update checkbox
• Now you have to click on the Get updates option to download and install the updates of QuickBooks on your computer 
• Now you are done with the updates
• Open QuickBooks and now try to send the email to check for errors.

Solution B- Check the settings of your email

In this, you have to open your online email service to check their settings. While checking the settings you can also filter preferences accordingly so that it won’t block the emails that you are sending using your QuickBooks account.

There are different email services so the steps are mentioned below according to your email services.

Gmail

In Gmail, you have to check your application preferences to get to know what is blocking the connection for your Google account.

For this, you have to check the following things:-

• You have to enable access to less secure apps
• After that set the preferences for specific applications like QuickBooks so that they won’t interrupt
• When you are done with this you have to open QuickBooks and try to send the email.

Yahoo! Mail

In Yahoo! Mail, you have to do the two-step verification process to check all the settings. 

The process is as follows:-

• Open the Yahoo uh email
• Then go to the security page of your Yahoo account
• Click on the two-step verification
• Then also click on the allow apps that use the less secure sign-in
• Now open your QuickBooks account
• Try to send the test email from your QuickBooks Desktop account. 

Other email services such as Hotmail, AOL, etc

For other email services, you have to check their security and filter settings and set them according to your requirements. Setting them properly won’t block your QuickBooks functioning by sending invoices through emails. 

Solution C- Check the settings of your antivirus

Antivirus is blocking the connection of QuickBooks from doing its functions. So you have to check for the exception port that is correct or not. To do this you have to search for an antivirus provider’s website to allow port exceptions. 

The put exception allowance is as follows:-

• Port 465 to open for Yahoo Mail
• Port 587 to open for Gmail and other email services.

Also, add a few names of processes to the list in antivirus so that the processes of QuickBooks can run easily and freely.

These processes are as follows:-

• QBW32.exe- C:\ProgramFiles\Intuit\QuickBooks[year]\QBW32.exe
• QBDBMGR.exe- C:\ProgramFiles\Intuit\QuickBooks[year]\QBDBMGR.exe
• QBDBMGRN.exe- C:\ProgramFiles\Intuit\QuickBooks[year]\QBDBMGRN.exe

After this, open QuickBooks and send a test email to check that now you can send invoices.

To resolve this problem, you have to change the permission of your system and also need to change the settings of the antivirus. 

The solutions were both the things mentioned below:-

A. Steps to change the settings of antivirus

In this, you can do two things that are as follows:-

• You can disable the anti-virus while running QuickBooks or QuickBooks-related files.  But after you are done with your QuickBooks files you have to re-enable your antivirus software. So you have to do this every time you are using QuickBooks software.
• Another thing that you can do is add QuickBooks and their files in the settings of antivirus to get excess. This helps to run your QuickBooks software in files smoothly and easily. This also saves you time as you don’t have to enable or disable the software all the time. 

 B. Steps to modify the permissions of your system

 To modify the permission after the system you have to know the name of the INI system file.

The steps are:- 

• First of all, open QuickBooks Desktop software on your Windows system
• Then press the F2 key from the keyboard
• After that press the F3 key that opens up the Tech Help window on your dream
• Click on the Open File tab
• Locate and select the QBW.ini file from the list of files
• Then open the file by clicking on the Open option
• The file opens up in the Notepad
• Now you have to add a new line in the Notepad at the end of the text that is- [QBWEBMAIL]CUSTOM_CERT_E NABLE=1
• Then click on the File menu option
• From the drop-down menu, select the Save option after saving close the Notepad
• Now close the QuickBooks Desktop software and then restart it again.

In this problem, you have to reconnect your account using Gmail using the following solutions that are mentioned below. Just follow the solution step-by-step when getting it done so that you can easily send the invoices using email from your QuickBooks account. These solutions are as follows:-

Solution A- You have to use 2-step verification for the Google account

If you are not using a 2-step verification process then follow the steps. but if you are already using a 2-step verification process then you can give this solution and proceed with solution 2.

• First of all, turn on 2-step verification for your Google account
• Click on the Edit menu in QuickBooks
• Then select the Preferences option
• In the Preferences window, click on Send Forms
• Further, select the Webmail
• Then click on the Add button to add the information about the webmail
• Now you have to provide the information in Add Email Info section
• Then click on the OK button when you are done providing the correct information
• Now, again click on the OK button to save all the changes. 

Solution B- You have to turn on the less secure application access in the Google account

When 2-step verification won’t work for you then you have to turn this on that helps you to Access the less secure app in your Google account.

The steps are:-

• The first thing to do is turn off the 2-step verification for your Google account
• Now Turn on the secure app access in the Google account
• Check the Security Standards properly to understand how it affects your account
• Now open the QuickBooks Desktop application
• Click on the Edit menu option
• Choose the Preference option
• Click on the Send Forms
• Further, select Webmail and then click on the Add button to add the Webmail
• Now, you have to provide all the information that is required in the Add Email Info section
• After providing the information, click on the ok button
• In the end, to save all the changes, click on the ok button again. 

Solution C- In QuickBooks, change the Enhanced Security settings

In this, if you have sent Gmail to use Enhanced Security then you get the screen displayed of Authorised QuickBooks Desktop. This displays to you whenever you try to send a report or a transaction to your customer using Gmail. In case, if you are unable to authorize your QuickBooks Desktop application; you have to reconnect your Gmail account with your QuickBooks account. After connecting both accounts, you have to choose the option Use Enhanced Security. When you are done with this try to send a test email with your QuickBooks to check for errors. 

QuickBooks Online Email invoices not sending

When you send email invoices to your customers customers are not receiving invoices sent from QuickBooks. It can happen due to some possible reasons. Below are mentioned some possible reasons.

• You are sending emails to the wrong Email address.
• Invoices are being marked as spam by you.
• There was a temporary issue with the recipient’s email server
• Your internet connection not working properly.

There’s a possibility that your future royalty payments may not be delivered to you. If this happens, we recommend checking your invoices in QuickBooks Online to see if they’ve been “undelivered” or blocked.

If the email address you have for the customer is correct, please verify that. If it’s not, please edit your contract and try sending it again. If you’re still getting the same results, try using a private window as this can affect caching in some browsers.

If your browser is experiencing issues with this page, clear its cache and restart your browser afterward. You may need to try using another supported and up-to-date browser you’re used to using.

How to fix “Error: QuickBooks is unable to send your email to Outlook”?

If you’re seeing a message that says QuickBooks is unable to send your emails to Outlook, don’t panic. This is usually just a settings issue. Here are the steps in order to send emails from QuickBooks.

• Step 1: Edit your admin privileges
• Step 2: Edit your email preferences in QuickBooks
• Step 3: Check your Internet Explorer email preferences
• Step 4: Repair your MAPI32.dll
• Step 5: Install QuickBooks again

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