How to Resolve Email Issues in QuickBooks Desktop

What causes QuickBooks not to be able to send invoices?

Numerous QuickBooks users have encountered a frustrating issue where their QuickBooks email invoices fail to function correctly. This problem manifests as a pop-up error message when users try to send invoices to their customers via email. QuickBooks immediately rejects these attempts, leaving users unable to complete this essential task. Such a situation can be extremely distressing and exasperating, particularly when standard troubleshooting methods fail to resolve the issue.

This situation may result in several error messages, including:

“QuickBooks is unable to send your email to Outlook. Close any open Outlook windows and try again.”

“QuickBooks is unable to send your emails.

“Couldn’t Connect to Email Server: We were unable to connect to the email server for your email provider.”

“QuickBooks was unable to send your form for the following reason: QuickBooks was able to connect to the remote server but could not understand the server’s response. Please try again to see if the problem has been corrected on the server.”

Encountering these error messages can instill a sense of apprehension and frustration among QuickBooks users who aim to maintain uninterrupted and orderly operations. Unfortunately, until this error is resolved, they won’t be able to smoothly manage their invoices and bills. Therefore, we are providing comprehensive information and solutions for addressing this issue, which users should make every effort to implement.

Here are some reasons why QuickBooks Email Invoices do not work

1. Incorrect email preference settings are in use.
2. The QuickBooks application has not been properly installed.
3. Domain admin is blocking access.
4. Incorrect security settings have been configured by your email service provider.

To begin, ensure that you are utilizing the most recent version of the QuickBooks application. If not, update the application to the latest version before proceeding with additional steps. Often, simply updating the application can resolve the issue of QuickBooks Email Invoices Not Working, as the latest updates typically include maintenance releases and updated features designed to address such problems.

Factors causing QuickBooks invoice error messages

Additionally, QuickBooks users may experience problems sending invoices for the following reasons:

Email settings are not configured correctly

Incorrect email settings and improperly configured preferences often lead to problems where QuickBooks invoices cannot be sent. It’s crucial to verify that your email settings within QuickBooks are correct. To do this, thoroughly review settings such as the SMTP server, port number, username, password, and other relevant parameters. Correcting any inaccuracies in your email configuration can resolve the issue preventing QuickBooks from sending invoices.

Internet connection issues

A weak or unstable internet connection can disrupt the process of sending invoices in QuickBooks. QuickBooks users should ensure they have a strong and reliable internet connection before attempting to send invoices.

Firewall or antivirus blocking QuickBooks

In certain situations, security software or firewalls might block QuickBooks from sending emails. In such cases, it’s essential to review your firewall or antivirus settings to confirm that QuickBooks has the required permissions for sending emails.

Incorrect email client settings

If you utilize an email client such as Outlook or Gmail, it’s crucial to double-check the accuracy of the outgoing server (SMTP) settings, port number, and authentication settings. Ensure that your email client is configured correctly to ensure smooth compatibility with QuickBooks.

Spam or junk folder filtering

You need to review your spam or junk folder in your email account. It’s possible that the invoices are being flagged as spam and sent to these folders. Mark the invoices as “not spam” to prevent future filtering issues if you find them here, as they may trigger the QuickBooks won’t send email invoices error.

Outdated version of QuickBooks

The primary culprit for numerous QuickBooks errors, including those hindering invoice sending, is often the use of an outdated QuickBooks version. Therefore, it is imperative to ensure that you are using the most up-to-date QuickBooks version to prevent this error. Additionally, these updates frequently incorporate bug fixes and enhancements that can effectively address problems related to invoice sending. Consequently, it is essential to check your system for any available updates and promptly install them.

Email service provider issues

On occasion, the issue may originate from your email service provider. They could be experiencing temporary problems or have certain limitations that hinder QuickBooks from sending invoices. It’s advisable to contact your email service provider to confirm if there are any known restrictions or issues causing the QuickBooks not sending invoices error you’re encountering.

QuickBooks company file issues

From time to time, problems related to the QuickBooks company file can disrupt the process of sending invoices. It is advisable to perform a thorough examination and data rebuilding process on your company file to identify and rectify any errors that may be causing this issue.

Blockages to the Google account

Your Google or email account might be blocked for various reasons, which can result in disruptions when trying to access and utilize it for sending invoices.

Damaged QuickBooks Installation

The QuickBooks installation files could be damaged, or the installation process might have corrupted the files, leading to the issue of QuickBooks being unable to send invoices.

Corrupt MAPI32.dll files

MAPI32.dll files supporting QuickBooks and invoice processing and sending may be damaged.

Incorrect Outlook installation

It is possible that the Outlook application is not installed correctly, resulting in invoices not being sent.

Conflicting apps in the background

While you send invoices via software, Outlook may be running in the background.

All of these factors can potentially trigger errors related to QuickBooks’ inability to email invoices. QuickBooks users will seek effective troubleshooting solutions to restore the seamless flow of invoice communication.

Signs Experienced During QuickBooks Not Sending Invoices Issue

Here’s what people have experienced when they couldn’t email invoices to their respective clients:

No email confirmation or error message

If, after trying to send an invoice, you do not receive any email confirmation or encounter an error message indicating an issue with sending the invoice, it indicates that QuickBooks is failing to deliver the invoices successfully.

Invoices stuck in the Outbox

If you utilize an email client integrated with QuickBooks, like Outlook, and you observe that the invoices remain in the Outbox folder without being sent, it signifies that the sending process has not been successfully completed.

Customers not receiving invoices

When your customers inform you that they haven’t received invoices sent via QuickBooks, even though you’ve initiated the process, it suggests that the invoices are not successfully reaching their intended recipients. Therefore, it is of utmost importance to address and resolve the issue of customers not receiving QuickBooks invoices.

Failed attempts to send test emails

If you make an attempt to send a test email from QuickBooks to verify your email settings, but these test emails fail to be delivered, it signals a problem with the email functionality. In such situations, you must take steps to resolve the issue of QuickBooks not sending emails.

Missing sent emails in the Sent folder

If you examine your email client’s Sent folder and discover that the sent invoices are missing, it signifies that QuickBooks is not effectively sending the emails.

Error messages related to email configuration

QuickBooks may present error messages specifically related to email settings or email configuration problems when attempting to send invoices. These error messages can serve as indicators that there is an issue with the email setup within QuickBooks.

Lagging QuickBooks and invoice deliveries

QuickBooks users often face performance issues when using email applications to send invoices. These issues can result in a significant inconvenience, causing problems with QuickBooks’ invoice delivery process.

Automatic crashes and freezing apps

QuickBooks users frequently encounter problems such as application crashes, freezing, and other issues that disrupt the invoicing process. Even when repeatedly clicking the mouse or pressing keys, there is no response from the program.

Consequently, it’s imperative to promptly address these issues so that QuickBooks users can resume utilizing the program and its invoicing features without any inconvenience.

Troubleshooting QuickBooks Not Sending Invoices Error: Prerequisites

Here are some pre-considerations you must meet before troubleshooting QuickBooks not emailing invoices issue:

Ensure a steady internet connection

Maintaining a stable internet connection is essential when sending invoices to clients via email. Any disruptions in your internet connection can lead to difficulties in emailing clients. Hence, it is crucial to inspect your network cables, routers, internet speed, and other relevant factors to improve the strength and reliability of your connection.

Updated QuickBooks version

It’s important to keep in mind that updating to the latest QuickBooks release can resolve many issues and bugs that may arise during various tasks. Therefore, if you encounter any errors, including problems like QuickBooks Desktop not attaching invoices to emails, it’s advisable to try upgrading through the Help menu and selecting the “Update QB Desktop” option.

Correct email settings

Whenever you face difficulties in sending invoices to clients, it’s crucial to review and confirm your email settings within QuickBooks. This involves verifying the accuracy of details such as the SMTP server, port number, username, password, and other email configuration settings. Misconfigured email settings can restrict your QuickBooks program from successfully sending invoices.

Get a working email account

QuickBooks users should verify the functionality of their email account for sending invoices. A way to do this is by sending and receiving emails using the same account through alternative methods, such as a web browser or email client. If any issues are identified with the email account, it’s advisable to address them before proceeding with troubleshooting QuickBooks, especially if QuickBooks is unable to send email invoices.

Unblock antivirus and firewall settings

QuickBooks users should examine their antivirus software and firewall settings to confirm they are not obstructing QuickBooks from sending emails. To do this, it’s necessary to configure security software to grant QuickBooks access to the required ports and permissions essential for smooth email communication.

Get a backup for critical files

Creating backups of your essential QuickBooks files is crucial when addressing the “unable to send invoices in QuickBooks Desktop” error. To perform a local backup, navigate to the File menu in QuickBooks and select the backup options.

Once you have addressed all the necessary steps to ensure smooth QuickBooks invoice sending, you can proceed to the troubleshooting section of the QuickBooks Desktop application.

Troubleshooting Steps to Fix Error Sending Invoices from QuickBooks

Finally, we’ve arrived at the troubleshooting solutions for QuickBooks not sending emails. Let’s examine the different options you have at your disposal to resolve this problem:

Solution 1: Change Email Preferences in QuickBooks

Invoicing issues with QuickBooks can be resolved by modifying the following QuickBooks email preferences:

• Click on “Edit” from the top menu bar.
• Choose “Preferences.”
• From the left-side panel, click on “My Preferences.”
• Now, click on “Edit.”
• Select “Default.”
• Ensure that the server name for your email provider matches the “Server Name” field in the application.
• If you’re using Outlook, change the server name from “smtp.mail.outlook.com” to “intuit.smtp.mail.outlook.com.”
• Additionally, make sure that the “Use Enhanced Security” option is selected.

Make sure you use the correct password for your webmail, or you will get an error that you are using an incorrect password.

Now to check whether the error is fixed or not, you can run a test

• Under the “File” menu, select “Close Company.”
• Click “Open a Sample File” in the “No Company Open” window.
• Choose the sample company file that you want to open.
• Setup your email service provider settings in QuickBooks desktop and send the email once again.

Solution 2: Fix QuickBooks Desktop Installation Issues using the Install Diagnostic Tool

In order to solve QuickBooks installation problems, the QB Install Diagnostic Tool is considered one of the best tools. Follow the instructions below to run the QB Install Diagnostic Tool.

1. Download and install the “QuickBooks Tool Hub” because you can only access the “Install Diagnostic Tool” from within it.
2. Launch the “QuickBooks Tool Hub” using the shortcut icon on your desktop.
3. Navigate to the “Installation Issues” tab.
4. Click on “QuickBooks Install Diagnostic Tool” and allow it to repair any installation issues with your QuickBooks program.
5. After QuickBooks Desktop has been repaired, attempt to resend your invoices and check if the error has been resolved.

Solution 3: Revise the Admin Privileges

To ensure QuickBooks is not automatically set up to run as administrator, users should check their admin privilege settings:

1. Close your currently open QuickBooks Desktop application.
2. To address the issue of QuickBooks not being able to email invoices, go to the Start menu.
3. Use the search function within the Start menu to locate QuickBooks, which will lead you to the QuickBooks icon.
4. Right-click on the QuickBooks icon and select “Open File Location.”
5. In the Open File Location window, find the QuickBooks.exe file within the folder and proceed to right-click on it.
6. Choose “Properties” from the menu.
7. In the Properties window, go to the “Compatibility” tab if you are experiencing email issues with QuickBooks.
8. You will see checkboxes, and one of them will say, “Run this program as an administrator.” Your task is to uncheck this box.
9. In some cases, you might not see this option due to certain settings. In such instances, you can access it by clicking on “Show Settings for All Users.”
10. Finally, confirm all these modifications by clicking “Apply” and then “OK.”

Try the following solution if the delivery issue persists after you’ve tried these steps.

Solution 4: Revise the Email Preferences in QuickBooks

If QuickBooks invoices are not being emailed, you can resolve the problem by editing the email preferences. Here are the steps you need to take:

1. When accessing the QuickBooks program, head to the Edit tab.
2. Pick Preferences.
3. Before you proceed further, Microsoft Outlook with Microsoft Exchange Server users must sign in to Outlook.
4. Tap the Send Forms option from the Edit menu.
5. Re-access the My Preferences section.
6. QuickBooks users must pick My Outlook as their email option.
7. Then, hit OK.

Try sending an email as a test. If you still cannot send invoices in QuickBooks desktop after trying this solution, you must toggle your preferences as follows:

1. Access the QB Edit menu and hover over the Preferences section.
2. Tap Send Forms from Edit.
3. Move to My Preferences.
4. You should choose QuickBooks Email or WebMail and confirm this with an OK.
5. Your preferences will be toggled off with this step.
6. Now, you’ll have to repeat your steps and return to My Preferences.
7. Choose Outlook and confirm with an OK button.
8. Finally, you can exit all your open tabs, QB Desktop programs, and other running applications, then restart your device.

The QuickBooks error sending email invoice should be verified by sending a test email or transaction after switching these settings.

Solution 5: Dig Into Internet Explorer Email Preferences

When you encounter problems with sending invoices via email, you might want to try configuring the Internet Explorer email preferences. QB uses Internet Explorer to run web services in the background. This solution can be achieved by resetting your email preferences:

1. Shut down QuickBooks and access Internet Explorer in its place.
2. Then, pick the Tools option.
3. Choose the Settings menu herein.
4. Then, hit Internet Options.
5. Opt for the Programs tab.
6. Pick the Set Programs option.
7. Prefer the Set your default programs option.
8. Now, you can pick the email service you wish to use while you navigate through the problem of can’t email invoices from QuickBooks.
9. Validate these actions with Apply and OK buttons, then exit Internet Explorer.
10. You can test and see if the emails and invoices get sent without errors.

Solution 6: Fix Your MAPI32.dll File

This procedure can be attempted if you are still having trouble fixing QuickBooks email invoices not working error. However, it is recommended that only a QuickBooks and IT expert, a professional, a confident computer user, or a techie try these steps.

Before you try to fix the MAPI32.dll file, try running a test to cap the QuickBooks Email Invoices Not Working Issue:

1. Reboot your device.
2. Access Microsoft Word.
3. Assemble a new document.
4. Opt for the File menu.
5. Tap Send.
6. Lastly, click Send Email as a PDF attachment.

Now, you can attempt sending a test email, and if you can’t do so via Microsoft Word, you must reach the Microsoft Help and Support team. The Outlook or Office Suite issues may trigger errors resulting in can’t email invoices from QuickBooks desktop.

On the other hand, if you’re able to send an email from Microsoft Word but not through QuickBooks, the following sequence can assist in rectifying the MAPI32.dll:

1. Commence the resolution by shutting down all programs and QuickBooks.
2. Avail of the Start menu in Windows.
3. Since the Start menu highlights a search bar, you must type “File Explorer,” enter, and open this folder.
4. Again, the File Explorer will have a search field where you must type C:\Windows\System32.
5. Further, you need to opt for the Fixmapi.exe file.
6. Now, the repair procedure can begin after carefully following the commands on the screen.
7. Reboot your device once you have finished the repair procedure for issues with can’t email invoices in QuickBooks desktop.

End this solution by testing and seeing if the invoice gets emailed without an issue. If you can run this error-free, you’re free to operate the application without problems. Else, try other active solutions.