# QuickBooks Has Stopped Emailing Invoices: Causes, Symptoms, and Complete Fix Guide
QuickBooks is widely used for sending invoices directly to customers via email. However, many users report an issue where **QuickBooks has stopped emailing invoices**, even though the email feature worked earlier. This problem can interrupt billing, delay payments, and impact cash flow.
This article explains **why QuickBooks stops emailing invoices**, common **error symptoms**, and **step-by-step solutions** for both QuickBooks Desktop and QuickBooks Online.
## Common Symptoms of QuickBooks Not Emailing Invoices
You may be facing this issue if you notice any of the following:
* Invoices stay in “Pending” or “Not Sent” status
* No error message appears, but emails are not delivered
* QuickBooks freezes or crashes while sending invoices
* Error message: *“QuickBooks is unable to send your email”*
* Email preview opens, but clicking **Send** does nothing
* Invoices send from one company file but not another
## Why Has QuickBooks Stopped Emailing Invoices?
Several technical and configuration-related issues can prevent QuickBooks from sending invoices. The most common causes include:
### 1. Incorrect Email Preferences
If email settings are misconfigured, QuickBooks cannot communicate with your email service.
### 2. Outdated QuickBooks Version
Older versions may fail due to security updates, expired certificates, or compatibility issues.
### 3. Damaged MAPI or Outlook Integration
QuickBooks Desktop relies on MAPI to send emails through Outlook. Any corruption can break email functionality.
### 4. Firewall or Antivirus Blocking Email Ports
Security software may block QuickBooks from accessing email servers.
### 5. Incorrect SMTP Settings (QuickBooks Online)
Wrong server name, port, or encryption type can stop invoice emails.
### 6. Company File or Template Corruption
A damaged invoice template or company file can prevent email transmission.
### 7. Webmail or Gmail Security Restrictions
Email providers may block QuickBooks due to suspicious login attempts.
## How to Fix QuickBooks Has Stopped Emailing Invoices
Follow the solutions below in order. These steps work for most users.
## Solution 1: Check Email Preferences in QuickBooks
### For QuickBooks Desktop:
1. Open **QuickBooks**
2. Go to **Edit > Preferences**
3. Select **Send Forms**
4. Choose your email option:
* Outlook
* Webmail
* QuickBooks Email
5. Click **My Preferences**
6. Ensure the correct email is selected
7. Click **OK**
### For QuickBooks Online:
1. Go to **Settings (⚙️)**
2. Select **Sales > Messages**
3. Check **Email Message** settings
4. Confirm the sender email address
## Solution 2: Update QuickBooks to the Latest Version
Outdated QuickBooks often causes email failures.
1. Open QuickBooks
2. Go to **Help > Update QuickBooks Desktop**
3. Click **Update Now**
4. Restart QuickBooks after the update
For QuickBooks Online, updates happen automatically.
## Solution 3: Test Email Setup in QuickBooks
1. Create a **test invoice**
2. Click **Email**
3. Send it to your own email address
4. If it fails, note any error message shown
This helps confirm whether the issue is system-wide or invoice-specific.
## Solution 4: Repair Outlook or Switch Email Method (Desktop)
If you use Outlook:
1. Open **Control Panel**
2. Select **Programs > Programs and Features**
3. Choose **Microsoft Outlook**
4. Click **Repair**
Alternatively, switch to **Webmail** in QuickBooks preferences.
## Solution 5: Verify Webmail SMTP Settings
For Gmail (example):
* SMTP Server: `smtp.gmail.com`
* Port: `587`
* Encryption: TLS
* Authentication: Required
Ensure **2-Step Verification** or **App Passwords** are configured properly.
## Solution 6: Check Firewall and Antivirus Settings
1. Temporarily disable antivirus/firewall
2. Try sending an invoice
3. If successful, add QuickBooks as an exception
4. Re-enable security software
## Solution 7: Reset Invoice Template
1. Open **Invoices**
2. Click **Customize**
3. Choose a **standard template**
4. Save and resend the invoice
Corrupt templates often prevent emails from sending.
## Solution 8: Verify Company File Integrity
1. Go to **File > Utilities**
2. Click **Verify Data**
3. If errors appear, select **Rebuild Data**
4. Restart QuickBooks and test emailing again
## QuickBooks Online-Specific Fixes
If invoices are not emailing in QuickBooks Online:
* Confirm customer email address is correct
* Check spam/junk folders
* Verify invoice delivery status
* Ensure email notifications are enabled
* Reconnect email under **Settings > Company**
## When to Seek Professional Help
You should contact QuickBooks technical support if:
* Email errors persist after all fixes
* Multiple users are affected
* Company file shows repeated corruption
* QuickBooks crashes while emailing invoices
Professional support can diagnose deep configuration or system-level issues.
## Final Thoughts
When **QuickBooks has stopped emailing invoices**, it usually relates to email settings, outdated software, or security restrictions. By carefully reviewing preferences, updating QuickBooks, and verifying email configurations, most users can restore invoice emailing quickly.
Timely invoice delivery is essential for business cash flow—so resolving this issue should be a priority.
## ✅ Frequently Asked Questions (FAQ)
### ❓ Why has QuickBooks stopped emailing invoices?
QuickBooks may stop emailing invoices due to incorrect email preferences, outdated software, damaged Outlook or MAPI settings, firewall restrictions, or incorrect SMTP configurations.
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### ❓ How do I fix QuickBooks not sending invoice emails?
Check your email preferences, update QuickBooks, verify SMTP or Outlook settings, test email setup, disable firewall temporarily, and repair the company file if needed.
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### ❓ Why are my invoices showing “Sent” but customers didn’t receive them?
Invoices may be blocked by spam filters, sent to an incorrect email address, or rejected by the recipient’s email server. Ask customers to check spam or junk folders.
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### ❓ Does QuickBooks Online have email invoice issues?
Yes. QuickBooks Online can stop emailing invoices due to disabled email notifications, invalid sender email, customer email errors, or email provider security blocks.
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### ❓ Why is QuickBooks Desktop not emailing invoices through Outlook?
This usually happens due to damaged Outlook installation, incorrect MAPI configuration, or outdated QuickBooks versions that cannot communicate with Outlook.
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### ❓ Can antivirus or firewall stop QuickBooks from sending invoices?
Yes. Security software may block QuickBooks email ports or SMTP access. Adding QuickBooks as an exception usually resolves the issue.
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### ❓ What SMTP settings are required to email invoices?
SMTP settings depend on your email provider. Incorrect server name, port number, or encryption method (TLS/SSL) can stop invoices from emailing.
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### ❓ Will updating QuickBooks fix invoice email problems?
In many cases, yes. Updating QuickBooks resolves bugs, email compatibility issues, and expired security certificates.
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### ❓ Why does QuickBooks freeze when emailing invoices?
This may occur due to a damaged invoice template, corrupted company file, slow internet connection, or blocked email integration.
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### ❓ How do I test if QuickBooks email is working?
Create a test invoice and send it to your own email address. If it fails, review any error messages and verify email settings.
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### ❓ Should I contact support if invoices still won’t email?
Yes. If all troubleshooting steps fail, professional support can identify system-level issues, deep file corruption, or email server conflicts.
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