The customer and job file in QuickBooks has a helpful field that you may not have noticed.
Found on the "Additional Info" tab of any customer or job in QuickBooks, you will see the "Preferred Send Method" box as shown in the screen shot below (click the image to enlarge it):
Within this box, you will find the following options:
You can use the options to keep track of how your customers want to receive documents from you.
THIS FEATURE WOULD BE SO MUCH BETTER IF ONLY...
So you've saved your e-mail or print preferences for your customers and jobs.
Wouldn't it be nice if that information automatically pulled forward when you were creating a quote, sales order or invoice in QuickBooks? (i.e. down in the lower left hand corner where it says "to be printed" or "to be e-mailed" or some other notification method?)
Based on my testing, that functionality doesn't exist in any version of QuickBooks. If it does, I'm not yet seeing it.
- For something to show up as "to be printed", the prior transaction must have been saved with this box checked. So something showing as "to be printed" is not a function of the preferred send setting for that customer, but rather, a setting based on the prior transaction.
- For something to show up as "to be e-mailed", you need to have a subscription to QuickBooks Billing Solutions in order for that to work (I verified this using my subscription to the service). Without it, even if you have e-mail marked as the preferred send method on a customer account, the box will not automatically be checked.
DID I MISS SOMETHING? WILL IT SHOW UP IN QUICKBOOKS 2012?
Maybe the connection will be made in QuickBooks 2012 to allow you to fully take advantage of the preferred send method box.
If your results with this using this field have produced a different outcome, please share them in the comment box below. I would like to know what you have found with it!