Sending Sales Orders and Invoices from Outlook with Multiple Email Accounts for Three Different Companies
If you are using QuickBooks to manage the financial aspects of multiple companies, you may find it necessary to send sales orders and invoices to customers using different email accounts for each company. This can be a time-consuming process, especially if you are doing it manually. However, by using Outlook and a few simple techniques, you can streamline this process and save yourself a significant amount of time.
Setting up Multiple Email Accounts in Outlook
The first step in sending sales orders and invoices from Outlook with multiple email accounts is to set up those accounts in Outlook. To do this, follow these steps:
- Open Outlook and click on the File tab.
- Click on Add Account.
- Enter your email address and password for the first company's email account.
- Click on Next and follow the prompts to complete the setup process.
- Repeat steps 2-4 for each additional email account.
Creating a Template for Sales Orders and Invoices
Once you have set up your email accounts in Outlook, the next step is to create a template for your sales orders and invoices. This will save you time by allowing you to quickly populate the template with the necessary information for each customer.
To create a template, follow these steps:
- Open a new email message in Outlook.
- Enter the subject line and any introductory text that you want to include in all of your sales orders and invoices.
- Click on the Insert tab and then click on Quick Parts.
- Click on Save Form and give your template a name.
Sending Sales Orders and Invoices from Outlook
Now that you have set up your email accounts and created a template, you can start sending sales orders and invoices from Outlook. To do this, follow these steps:
- Open a new email message in Outlook.
- Click on the Insert tab and then click on Quick Parts.
- Select the template that you created for your sales orders and invoices.
- Populate the template with the necessary information for the customer.
- Click on the From dropdown menu and select the email account that you want to use for this customer.
- Click on the Send button to send the sales order or invoice.
Using QuickBooks to Send Sales Orders and Invoices
If you prefer to use QuickBooks to send your sales orders and invoices, you can still take advantage of Outlook's multiple email accounts. To do this, follow these steps:
- Open QuickBooks and go to the Customers menu.
- Select Create Invoices or Create Sales Orders.
- Enter the necessary information for the customer.
- Click on the Send button.
- Select Email as the delivery method.
- Enter the email address for the customer.
- Click on the From dropdown menu and select the email account that you want to use for this customer.
- Click on the Send Now button to send the sales order or invoice.
References
// Sample code for sending sales orders and invoices from Outlook using C#
private void SendSalesOrderInvoice(string toEmail, string subject, string body)
{
Outlook.Application outlookApp = new Outlook.Application();
Outlook.MailItem mailItem = (Outlook.MailItem)outlookApp.CreateItem(Outlook.OlItemType.olMailItem);
mailItem.To = toEmail;
mailItem.Subject = subject;
mailItem.HTMLBody = body;
mailItem.SendUsingAccount = outlookApp.Session.Accounts["[email protected]"];
mailItem.Send();
}