Send Letters From QuickBooks

Send hardcopy invoices by postal mail to your customers directly from QuickBooks!

To send letter from QuickBooks desktop applications, simply use QuickBooks Simple Start, Pro or Premier to generate an email message with a PDF document attached and send it through your PostalMethods account, where it will be converted to a postal letter.

Preparing An Invoice Template

As a preparatory step, we will need to duplicate an existing template and customize it for use with PostalMethods. We will need to delete the "Bill To" box, so it doesn't peek through the envelope address window.

Note that you can adjust any of your existing templates for use with PostalMethods. The following is just an example.

  1. Start QuickBooks Simple Start, Pro or Premier on your desktop.
  2. On the side menu under Money In, Invoices click on New or List to create a new invoice or open an existing invoice.
    QuickBooks 2009 Invoices Add List.png
  3. In the Create Invoices window, click on the Customize icon.

    QuickBooks 2009 Invoice Customize
  4. In the Basic Customization window, click on Manage Templates.

    QuickBooks 2009 Invoice Manage Templates
  5. Select the Product Invoice Modern template from the templates list and click the Copy button. This will duplicate the template so you can customize it.
    QuickBooks 2009 Invoices Duplicate Template
  6. In the Template Name text box, rename the duplicated template. Give the copied template a name, such as "PostalMethods invoice letter", and click OK.
  7. Back in the Basic Customization window, click on the Layout Designer button.
    QuickBooks 2009 Invoices Layout Designer
  8. In the Layout Designer window, click on the gray "Bill To" title box, delete it by clicking your keyboard Delete button, and then click OK. Note you should delete the whole box and not just the text inside it.
    QuickBooks 2009 Invoice Delete BillTo
  9. Click OK again.

Sending The Invoice

  1. From the Create Invoices window, click on the E-mail icon appearing on the toolbar.
  2. At the To: line, write:, then click Send to send the email to PostalMethods.
  3. The Invoice Status line will state whether the email was properly sent. You should be able to see your letter in the PostalMethods Control Panel Activity table.

Please Note

  • The email account you are using in order to send the email message to PostalMethods must be defined as an Allowed Email Sender in the PostalMethods Security Settings tab.
  • You can send letters via PostalMethods by using other applications, by using your favorite office application, by using our "Quick Send" web form or by using our advanced Web Services (for developers).
  • You can simulate sending letters to see how your resulting letter and envelope will look. There is no charge for these tests, and you can view your letters in the PostalMethods control panel.In the subject line of your email message, include this string: "/Development" (not including the double-quotes) and your letter will be simulated and not delivered to the postal service.