Open the sales receipt or the paid invoice from Sales, then All Sales, select it, and choose Save and send (or Print or Preview, then Email) to deliver it as a PDF to the customer's email on file. For an invoice payment specifically, you can send a payment receipt straight from the Receive Payment screen right after you record it. Here's both, step by step.
1. Find the transaction. Go to Sales, then All Sales. Filter by type if you need to, Sales Receipts for a sales receipt, Invoices for a paid invoice, and open the one you want to send.
2. For a sales receipt, open it and select Save and send. This emails a PDF copy to whatever address is on the customer's profile. You can edit the subject and message before it goes out.
3. No email on file, or sending it another way? Use Print or Preview instead. Choose Print or Preview, then download the PDF. From there you can attach it to a text, a different email account, or print a physical copy.
4. To send a payment receipt after recording an invoice payment, start from Receive Payment. Open the paid invoice, select Receive payment, enter the details, and save.
5. On the confirmation screen, choose the send option. After saving, QuickBooks offers to email the customer a receipt confirming the payment went through. This is a separate document from the invoice itself, it's just proof of payment.
6. Resending something already sent. Open the same transaction again and repeat the Save and send step; QuickBooks doesn't track whether something was already emailed, so resending is exactly the same process as sending it the first time.
One receipt takes thirty seconds to find and send. A business doing this ten or twenty times a day, every point-of-sale transaction, every paid invoice, every walk-in payment, is losing a real chunk of someone's day to a task that's identical every single time: open the transaction, click send, confirm the email address, move to the next one.
It's also the kind of task that's easy to forget under load. A busy day means receipts queue up and go out late, or a few just don't go out at all until a customer asks where theirs is.
If the sale or the payment already happened somewhere specific, a point of sale, a booking system, a payment page, there's no real reason a person needs to be the one who opens QuickBooks and clicks send every time. The transaction can trigger its own receipt the moment it's recorded.
The moment a sales receipt or a payment gets recorded in QuickBooks, whether it came from a POS, a booking app, or a payment page, the receipt emails itself to the customer automatically, no one has to open the transaction and click send.
For a business catching up on receipts that piled up during a busy stretch, a batch job sends everything outstanding in one pass instead of someone clicking through each transaction individually.
Tell us roughly how many and where those sales or payments actually happen, and we'll tell you if the sending step can disappear entirely.
Tell us where your sales and payments actually happen, in person, through an app, on a payment page, and we'll tell you whether QuickBooks can send the receipt without anyone touching it. And if receipts aren't the real time sink in your business, that's fine too, we automate whatever's manual, anywhere.
Let's talk →A sales receipt is its own transaction type for a sale paid in full on the spot; sending it emails that whole document. A payment receipt is proof that a payment against an invoice went through, sent from the Receive Payment screen, and it's a different, simpler document than the invoice itself.
Open the invoice again, you'll see it's marked paid, and use Print or Preview to download the payment confirmation, or re-open the Receive Payment entry from the invoice's history to resend from there.
Yes. The subject line and message body can be edited before you hit send on any individual receipt, and the default wording for both is configurable under Account and Settings, then Sales, so you're not rewriting it every time.
Check the email address on the customer's profile first; a typo there is the most common cause. After that, ask them to check spam, since automated receipt emails from accounting software land there more often than a normal email does.