Email documents from QuickBooks.

With Q-Email you can easily email the following items from QuickBooks:

• Invoices
• Sales Receipts
• Purchase Orders
• Credit Memos
• Estimates and
• Statements
• Timesheets

These items may be accompanied by XML - attachments that directly can be imported into your QuickBooks ledger. When you receive an invoice, it is added as bill and an estimate is imported as purchase order.

In addition to that, an attachment is added to the email that sends the content of the email formatted as XML. This attachment can be processed by the import portion of the product and then added to your QuickBooks.

As example:

You send an estimate and your customer can resend is as a purchase order that will then be added to your QuickBooks database. An invoice you receive, can be added as a vendor bill to your system.

To open Q-Email you usually have an icon on the desktop

Depending on the QuickBooks Company file you choose, you may be asked to enter the company information. Please enter all fields. This information is used to show the sender of the selected items.

After successfully started our application,  you may choose from the select menu the items you would like to email.
 

Open the Parameters Dialog from the Settings Menu.

SMTP Parameters
Set the parameters for your SMTP email account i.e.

• SMTPServer smtp.yourserver.com
• SMTPUser your SMTP userid (if necessary)
• SMTPPassword your SMTP password (if necessary)
• SMTPPort 25 (this is the default port)

Where to gather this information:

I.e. Open Outlook or Outlook Express

Select Tools/Accounts

Open the servers tab. Here you see the name of your outgoing mail (smtp) server like: 'smtp.yourserver.com'. In these dialog you also can find the other necessary information. But mostly, the server name is the only one you need.

Test Parameters
For testing purposes, you may check the appropriate checkbox and enter an email address. All email will send to that email address only.

Automation
To use our automation features, the content of the items may also be send as machine readable attachments. By selecting the sendXMLAttachements checkbox will enable you to add this information to your emails.

Delivery Receipts
A delivery receipt is requested from the recipient. This means that you will get a receipt, when the email is delivered to the recipient's mailbox. It does not guarantee that the recipient opens, reads and understands the email.

Send BCC
You may automatically send a copy of the email to other email recipients i.e. a fulfillment center, an archiving system etc. You may enter one or more email addresses separated by a ','or ';' .

With OK all parameters are saved.

All these items, which have an email address, are automatically selected. You may select or unselect those items you would like to preview or email. It is also marked, whether an item was already sent or not.

What is not shown ?

Not in the list are paid invoices and purchase orders, where one or more items are marked received.

There is also something specific to the statements. You will see not the list of statements but the list of your active customers and customer jobs. After selecting a customer a statement according to the timeframe chosen will be created.

Automatically the preview button is checked. Pressing the send button will generate the different items and show them.
Without preview, the items are send and , if successfully sent, unselected.

Warning: Currently only those items are shown in a preview or sent by email that have email addresses attached. Any item without an email address is in the list, but ignored during the processing later on.

When you select ALL, a restriction is not applied.

If you have any questions or suggestions please visit out support page or contact us.