Steps to Setup Email in QuickBooks Desktop


Call us for instant help – We are available 24*7

quickbooks tool hub

QuickBooks offers many options to integrate your web services with the software but people are still confused about how to do this. Integrating your web services with the QuickBooks software can make it very easy for you to contact your clients and share information. You can set up your Gmail account, your outlook account, or many others with the QuickBooks software.

In this article, we have tried to provide you with full information about how you can set up your web services with your QuickBooks account. We have discussed the different options that are provided by the QuickBooks software to QuickBooks email set up and configured with the software. 

setup email in quickbooks

Why Should You Set up Your Email With QuickBooks?

It can be very beneficial for you to configure your Email accounts with the QuickBooks account. We have mentioned some of those benefits below:

  • The first point is that you can directly email the invoice or the estimates to your clients using the QuickBooks software.
  • It can be very beneficial to remind your clients about the payments that are due. You just have to email them with the invoice or any other payment receipt.
  • You do not have to use two different platforms to gather information about your customers. You can use this QuickBooks email set up to gather details of your customers.
  • It can be used to gather data from the spreadsheet and also for sending different attachments to the customers. It should be noted that the size of your attachment should not exceed two Mb.
  • This email facility can be used to even share information and important details within your organization.
Read more:- How to fix QuickBooks unable to send email error?

Required Information to Fill up During Setup Your Email

You must gather the information mentioned below before your QuickBooks Email setup:

  • You will be required to enter your email address. It can be from any QuickBooks email set up.
  • The second thing you need to know is the server type you will be using. 
  • The next thing is the address of the incoming server.
  • The last thing you will need is the address of the outgoing server.

What Mail Options you will see in QuickBooks?

There are chances that when you have QuickBooks Email setup, you might not see the host you are using the email address of. There are chances that your email address is not present in the list that will be provided as options by the QuickBooks Software. Here is the list of all the email options that you will get to see while setting up your email with QuickBooks.

Outlook Account

Outlook option is the most used option among every other available option. If you have an already existing outlook account you can use it to set up your Email with QuickBooks.

QuickBooks Email 

This is the second option that you will be provided with. Many people do not prefer to use it instead they prefer choosing the outlook option. You can choose this option if you do not have an outlook or any other email account.


The last option you will be provided with is the webmail option. This option was introduced by QuickBooks in 2011. You can opt for this option if you want to connect your Gmail, Yahoo, or any other service provider email with the QuickBooks account.

Techniques to Setup Your Email With QuickBooks

Here are all the techniques that you can use to set up your email with QuickBooks with all the options that you will get while setting up your Email.

Set up Your Outlook Account

quickbooks online email setup

  • If you want to integrate your Outlook account with the QuickBooks account you will be required to either create a new account or you can use your existing account.
  • Then, you will be required to enter all your information that is asked to set up your outlook account as your Email client.
  • You will be prompted with a dialogue box with a preference tab. Enter your details and fill out the form.
  • You are required to fill-up the form using the edit option.
  • Once you have filled the form, you are required to choose outlook as your preference and submit it.
Read more:- How to create accountants copy in quickbooks?

Setup the QuickBooks Email

  • Like outlook, you will be provided with a preferred option of QuickBooks email. You can choose the option.
  • You will be able to use this option if you have any other application of Intuit like payroll or any other.
  • Once you have selected QuickBooks email as your preference, you will be required to enter your email, password and all the other relevant information asked.
  • Submit the information and you are good to go.

Setup the Webmail Service

quickbooks yahoo email settings

  • The first thing that you need to do is to click on edit and then click on the forms option.
  • Next, you will be required to choose the webmail option of your preference. 
  • After this, it will ask you to fill in your email address and other information. Fill that correctly.
  • Once you are done with that click on the SSL security option.
  • The last thing that you have to enter is the configuration of the port and the details of the SMTP server.
  • Finally, submit all the details. Try to send an email so that you can check if it is working fine.
Read more:- How to create an invoice in QuickBooks?


This was all about how you can set up and configure your email with intuit. We hope that this article was helpful to you in some way. We have tried our best to explain every possible way in which you can set up your email with QuickBooks. We have explained to you all the options that you get with QuickBooks and how you can set your email address with it.

Frequently Asked Questions

Q.1 What can I do to send an Invoice using the QuickBooks Email?

If you want to send an invoice through email, you need to go to the sales option. After that click on the invoice option and look for the invoice that you want to send. There will be a dropdown menu, choose to send the invoice through email from the given options.

Q.2 Can I send an Email to all my customers together?

Yes, you can send the email to all your customers at one time. All you have to do is to go to the customer’s list and click on the select all option. After that click on the send email option and it will send your email to all your customers.

Q.3 Can I download my customer list from QuickBooks?

Yes, you can download your customer list from QuickBooks. You will have to go to the customer list and click on the “Excel” button. You will see an option to export the customer list. Choose the option to export the customer list in CSV format. It will then be downloaded into your system. 

Related Posts-