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How to Set Up Messages in QuickBooks Online

· 5 min read
Debits

Introduction​

Customizing your communications in QuickBooks Online is crucial for maintaining a professional relationship with your clients. By setting up personalized messages for invoices, estimates, and other customer-facing documents, you can ensure that your brand’s voice is consistently conveyed. This guide will walk you through how to set up and customize messages in QuickBooks Online, enabling you to create a more personalized experience for your customers.

Why Custom Messages Matter​

  1. Professionalism: Personalized messages can help reinforce your brand identity and present your business as professional and attentive.
  2. Clarity: Clear and concise messages help ensure that your customers understand the details of their invoices, estimates, or receipts.
  3. Customer Relationships: A personalized message can make your customers feel valued, helping to build stronger business relationships.

Step 1: Access the Messages Setup​

  1. Log in to QuickBooks Online: Start by logging into your QuickBooks Online account.
  2. Go to Account and Settings: Click the Gear icon in the upper-right corner of the dashboard, then select Account and Settings under the "Your Company" section.
  3. Navigate to the Sales Tab: In the left-hand menu, select the Sales tab. This section allows you to customize various sales-related settings, including messages.

Step 2: Set Up Default Messages​

2.1: Customize Invoice Messages​

  1. Find the Messages Section: Within the Sales tab, scroll down until you find the Messages section.
  2. Edit Invoice Messages:
    • Click Edit in the Messages section.
    • Under Sales form, select Invoice.
    • In the Email message box, enter the default message you’d like to send with every invoice. For example: "Thank you for your business! Please review the attached invoice and contact us if you have any questions."
  3. Add Salutation and Closing: Include a personalized salutation (e.g., "Dear [Customer Name],") and closing (e.g., "Best regards, [Your Company Name]") to make the message more personable.
  4. Save Changes: After customizing the message, click Save to apply the changes.

2.2: Customize Estimate Messages​

  1. Select Estimate in the Sales Form: In the same Messages section, select Estimate from the Sales form drop-down menu.
  2. Enter a Default Message: Craft a message that will be sent with every estimate. For example: "Please find your estimate attached. We look forward to working with you!"
  3. Personalize the Message: Similar to invoices, add a personalized touch with a salutation and closing.
  4. Save Your Settings: Once you've finalized the message, click Save to ensure it's used for all future estimates.

2.3: Customize Other Sales Forms​

  1. Repeat for Sales Receipts and Credit Memos: If you also use sales receipts, credit memos, or other forms, customize the messages for those as well by selecting the appropriate form from the drop-down menu in the Messages section.
  2. Save Each Customization: Be sure to save your changes after customizing each type of message.

Step 3: Use Custom Messages for Specific Customers​

3.1: Customize Messages for Individual Customers​

  1. Go to the Customers List: Navigate to Sales > Customers to view your list of customers.
  2. Select a Customer: Click on the name of the customer for whom you want to create a custom message.
  3. Edit Customer Details: Click Edit in the upper-right corner of the customer’s profile.
  4. Set a Custom Message:
    • In the Custom fields or Notes section, enter a specific message that you want to send only to this customer.
    • You can also override the default message by specifying a custom message directly when creating an invoice or estimate for this customer.
  5. Save the Changes: Click Save to apply the customized message to this customer’s transactions.

3.2: Apply Custom Messages When Creating Transactions​

  1. Create an Invoice or Estimate: When creating a new invoice or estimate, you can manually edit the message that will be sent to the customer.
  2. Edit the Email Message: In the email section of the form, enter a custom message for that particular transaction if needed.
  3. Send the Form: After finalizing the invoice or estimate, send it with the customized message to the customer.

Best Practices for Customizing Messages​

  1. Keep It Professional: Ensure that all messages are professionally written, free of errors, and reflective of your brand’s tone and voice.
  2. Be Clear and Concise: Your messages should be clear and concise, making it easy for customers to understand what is expected, such as payment terms or actions required.
  3. Regularly Update Messages: Review and update your default messages periodically to reflect any changes in your business, such as new contact information or payment terms.
  4. Test Your Messages: Before finalizing, test your messages by sending them to yourself or a colleague to ensure they appear correctly formatted and deliver the intended message.

Conclusion​

Setting up customized messages in QuickBooks Online allows you to maintain a consistent and professional communication style with your customers. By tailoring messages for invoices, estimates, and other sales forms, you can enhance customer interactions and reinforce your brand identity. Follow the steps outlined in this guide to create and manage your messages effectively, ensuring clear and personalized communication with your clients.