How do I fix QuickBooks not sending emails?

To fix QuickBooks not sending emails, you'll need to troubleshoot various settings within the software and your system's configuration. Often, the solution involves ensuring QuickBooks is updated, verifying your email setup, and adjusting preferences.

Initial Checks Before Troubleshooting

Before diving into specific settings, perform these foundational checks that can often resolve email sending issues.

Keep QuickBooks Up-to-Date

One of the most common reasons for software malfunctions, including email sending issues, is running an outdated version. Updates often include bug fixes, security enhancements, and compatibility improvements that can resolve known email connectivity problems.

• How to Update: Navigate to the Help menu in QuickBooks, then select Update QuickBooks Desktop. Choose the Update Now tab and click Get Updates. Once updates are downloaded, restart QuickBooks to apply them.

Verify Your Internet Connection

Ensure your computer has a stable and active internet connection. QuickBooks relies on your internet connection to communicate with email servers. A poor or nonexistent connection will prevent emails from being sent.

Configuring Email Settings in QuickBooks

The core of resolving email issues lies in checking and correcting your email preferences within QuickBooks.

Review Email Preferences

QuickBooks allows you to configure how it sends emails. It's crucial to ensure these settings are correctly configured for your preferred email method (e.g., webmail, Outlook, or QuickBooks email).

1. Log in to your QuickBooks company file.
2. Go to the Edit menu at the top.
3. Select Preferences.
4. In the Preferences window, choose Send Forms from the left-hand pane.
5. On the My Preferences tab, ensure the correct email method (e.g., Web Mail, Outlook) is selected for sending.

Update Webmail Settings

If you are using the Web Mail option in QuickBooks (which directly connects to your web-based email service like Gmail, Yahoo, etc.), you might need to re-verify or edit its settings.

1. From the Send Forms preferences (as described above), highlight your current default webmail email account.
2. Click the Edit button.
3. Verify your email address and password. Sometimes, simply re-entering your password can resolve authentication issues.
4. Confirm that the server information (SMTP server, port, encryption method) is correct for your email provider. You can usually find this information on your email provider's support website.
5. Click OK to save any changes.

Additional Troubleshooting Steps

If the above steps don't resolve the issue, consider these broader troubleshooting methods.

Check Your Email Service Provider Settings

Your email service provider (ESP) might have security settings that block third-party applications like QuickBooks from sending emails.

• Less Secure Apps: For services like Gmail, you might need to enable "Less Secure App Access" or generate an app-specific password if you have 2-Step Verification enabled. Note: Google phased out "Less Secure App Access" in May 2022; app passwords are the alternative for 2-Step Verification users.
• Port and SSL Settings: Confirm that the SMTP port and SSL encryption settings in QuickBooks match your ESP's requirements. Common SMTP ports are 465 (SSL/TLS) or 587 (STARTTLS).

Firewall and Antivirus Interference

Your computer's firewall or antivirus software might be blocking QuickBooks from accessing the internet or sending emails.

• Add Exceptions: Add QuickBooks as an exception or allow it through your firewall/antivirus settings. The executable file is usually QBW32.exe.
• Temporarily Disable: As a test, you can temporarily disable your firewall/antivirus and try sending an email from QuickBooks. If it works, you've identified the culprit and can then configure exceptions.

Run QuickBooks as Administrator

Running QuickBooks with administrator privileges can sometimes resolve permission-related issues that prevent it from performing certain functions, including sending emails.

• How to: Right-click on the QuickBooks Desktop icon on your desktop, then select Run as administrator.

Common QuickBooks Email Errors & Solutions

By systematically going through these steps, you can typically resolve most issues preventing QuickBooks from sending emails.