Setup and Configure Email Services in QuickBooks

by James Antonio

QuickBooks enables users to setup email service on QuickBooks Desktop for their convenience.

Once the email service is setup in QuickBooks, you can utilize it to send an invoice to your customers, receive or send reports, and conduct other transactions too from your particular from your QuickBooks Desktop via your webmail or Outlook ID.

This particular additional characteristic turns the accounting software QuickBooks into an extremely useful and helpful application for all the small and mid-sized business owners.

What are the Email Services in QuickBooks is all about?

When you email from QuickBooks directly, it saves time and effort and is treated as one of the most crucial features of QuickBooks.

Often the QuickBooks users experience problems in setting up email in QuickBooks. This is why today we will provide complete details regarding the setup process for an email in the QuickBooks Desktop.

Note: In order to setup email in QuickBooks, the information provided below is significant:

  • Username and Password
  • Outgoing and Incoming email addresses
  • Incoming email server type

What are the Primary Email options available in QuickBooks?

Often, users are unable to find the options for their specific email in the QuickBooks Desktop setup because of few reasons. Add to it, users can have alternate versions instead of the ones mentioned below.

Here are the three options to have a look at:

  1. QuickBooks Email – This particular option is not usually preferred and liked by all the users.
  2. Webmail – This particular feature bridges with Yahoo, Gmail, and other user email platforms.
  3. Outlook – Those who have Microsoft Outlook running in there system can get the Outlook support. It is the most preferred email support preferred by clients since it is more effective and easy to use.

Why do you need to Configure Email Services in QuickBooks?

It goes without saying that QuickBooks is one of the best accounting software of all time and the email feature offers the added benefits.

Here is why you need to configure email services in QuickBooks:

  • The email feature sets payment reminders to all the clients via emails
  • The user is empowered to import data from particular spreadsheets and add attachments not more than 2MB
  • Send the estimates to the clients and direct email invoices with the QuickBooks email setup
  • With this email feature, users can get details from the vendors and customers
  • This feature allows users to share reports within departments and offices conveniently

How to Setup and Configure Email Services in QuickBooks?

The right method to setup email services in QuickBooks may differ for Webmail, Outlook, etc. We will discuss every process in detail.

Setup Outlook

Step 1: To setup Outlook, a user needs to have a new QuickBooks Outlook email

Step 2: If the user has an Outlook account already, he/she should switch to Next

Step 3: Arrange the data to set-up Outlook as an Email client

Step 4: Setup Outlook in QuickBooks

Step 5: User needs to select Preferences and then choose Send Forms from the particular QuickBooks Edit menu

Step 6: Choose Outlook and then press OK

Setup Email Service

Step 1: The first step to setup email service in QuickBooks is to choose the QuickBooks email settings

Step 2: Now the QuickBooks email option can be utilized by the users that may consist of any active Intuit services like QuickBooks Payroll, etc

Step 3: Now you need to add all the required data like email address, username, password, etc. When the information is added, the process is complete

Setup Webmail

Note: For those who have the current version of QuickBooks, they can use the secure webmail. The connection through secure webmail is there only for specific providers like:

  • QuickBooks 2017
  • QuickBooks 2018
  • QuickBooks 2019
  • QuickBooks 2020

Step 1: The first option is to choose the Edit Menu and then choose Send forms

Step 2: The next step is to select the My Preference tab and then select the Webmail radio from the visible options.

Step 3: Once it is done, the user needs to add the email address which they wish to utilize for QuickBooks emailing

Step 4: The next option is to select the SSL security checkbox

Step 5: Now add the right SMTP server along with port configuration and then press the OK button

Step 6: The user now needs to send the email and see if there is any kind of error visible

In this piece of content, we have provided all the necessary details that a user would need to setup an email in QuickBooks Desktop. We hope that the steps mentioned above will help the users to setup email in QuickBooks conveniently and without any assistance.


Does QuickBooks prompts you to use the webmail password the first time an email is sent using the webmail?

Unlike the Secure Webmail, QuickBooks prompts you to type in the webmail password the very first time a user sends an email using the webmail.

Can the email feature in QuickBooks send Payment Reminders to the customers?

Yes. The email feature can send payment reminders to all of your customers.

The QuickBooks email feature allows attachments up to how much?

The email feature in QuickBooks allows importing data from spreadsheets and adding attachments that are no more than 2 MB.

What are the requirements of the QuickBooks Email setup?

Here are the requirements for QuickBooks email setup:

• Email address
• Username and Password
• Details of the server along with Incoming and Outgoing email settings

Features of Dancing Numbers for QuickBooks Desktop

Imports

Imports

Exports

Exports

Deletes

Deletes

Customization

Customization

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Invoice
Receive Payment
Estimate
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

Easy Process

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Error Free

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

On-time Support

We provide round the clock technical assistance with an assurance of resolving any issues within minimum turnaround time.

Pricing

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Importer, Exporter & Deleter

*See our Pricing for up to 3 Company Files

$199/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Unlimited Export
  • Unlimited Import
  • Unlimited Delete

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Accountant Basic

*See our Pricing for up to 10 Company Files.

$499/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer,Exporter,Deleter
  • Unlimited Users
  • Unlimited Records
  • Upto 10 companies

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Accountant Pro

*See our Pricing for up to 20 Company Files.

$899/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 20 companies

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Accountant Premium

*See our Pricing for up to 50 Company Files.

$1999/- Per Year

Pricing includes coverage for users
  • Services Include:
  • Importer, Exporter, Deleter
  • Unlimited Users
  • Unlimited Records
  • Up to 50 companies

Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.


What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.


How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.


How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.


What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

Furthermore, using Dancing Numbers saves a lot of your time and money which you can otherwise invest in the growth and expansion of your business. It is free from any human errors, works automatically, and has a brilliant user-friendly interface and a lot more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

Get Support

Bulk import, export, and deletion can be performed with simply one-click. A simplified process ensures that you will be able to focus on the core work.

Worried about losing time with an error prone software? Our error free add-on enables you to focus on your work and boost productivity.

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