6 Ways to Fix QuickBooks Won’t Send Email Invoices

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 are having 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 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 exceptions 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 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.

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.