Unable to send invoices in QuickBooks? Managing invoicing efficiently is essential for maintaining healthy cash flow, ensuring prompt payments, and sustaining business operations. When QuickBooks fails to send invoices, workflow disruptions can quickly escalate into delayed payments, frustrated clients, and accounting bottlenecks. To help resolve this issue thoroughly and efficiently, we have prepared a comprehensive, step-by-step guide to fix all major causes behind QuickBooks invoice-sending failures.

This detailed resource covers QuickBooks Online, QuickBooks Desktop, email configuration problems, browser conflicts, authentication errors, and server-related issues—ensuring your invoices are delivered smoothly and on time.

Don’t let invoice errors delay your payments. Speak with a certified QuickBooks expert today at 1-888-820-7278 and get your invoicing fixed right away.

Understanding Why QuickBooks Cannot Send Invoices

Before implementing fixes, it is crucial to pinpoint what prevents QuickBooks from sending invoices. The most common root causes include:

• Email configuration errors within QuickBooks settings
• Incorrect login credentials for Outlook, Gmail, or other email providers
• Damaged QuickBooks installation files
• Browser cache or outdated browser versions (QuickBooks Online)
• PDF converter or printer driver issues (QuickBooks Desktop)
• Security permissions conflicts
• Connectivity or firewall restrictions

Identifying the underlying issue helps apply the right solution without unnecessary troubleshooting.

How to Fix QuickBooks Online Not Sending Invoices?

1. Verify Email Settings in QuickBooks Online

Incorrect or outdated email configuration prevents QuickBooks Online from delivering invoices.

1. Sign in to QuickBooks Online.
2. Go to Settings > Company Settings.
3. Click Sales.
4. Under Messages, confirm your email address is correct and active.
5. Update if necessary, then save your changes.

If the email address was incorrect or misspelled, correcting it often resolves the issue immediately.

2. Clear Browser Cache and Cookies

QuickBooks Online relies heavily on browser performance. Cached data can disrupt invoice transmission.

• Clearing cache and cookies
• Restarting the browser
• Opening QuickBooks in a private/incognito window
• Testing QuickBooks in another browser (Chrome, Firefox, Edge, or Safari)

If invoices send successfully in incognito mode, your regular browser requires cleaning or extensions need disabling.

3. Allow Pop-Ups and Disable Browser Extensions

Certain browser extensions—especially ad-blockers and privacy tools—can interfere with email sending functions.

• Go to your browser settings
• Disable extensions one by one
• Allow pop-ups for QuickBooks
• Retry sending the invoice

Removing or disabling problematic extensions often restores normal operations.

Fixing Invoice Sending Issues in QuickBooks Desktop

QuickBooks Desktop, unlike QuickBooks Online, depends on system-level components such as Microsoft Outlook, Windows permissions, and PDF printers. Below are the most effective solutions.

1. Correct Your Email Preferences in QuickBooks Desktop

QuickBooks Desktop may fail to connect to Outlook or other email services due to incorrect internal preferences.

1. Open QuickBooks Desktop.
2. Go to Edit > Preferences.
3. Choose Send Forms from the left panel.
4. Under My Preferences, choose your email provider (e.g., Outlook, Gmail).
5. Verify your login credentials and SMTP settings.

After saving, restart QuickBooks to apply the changes.

2. Repair Microsoft Outlook Integration

If QuickBooks cannot communicate with Outlook, invoices may remain undelivered.

• Ensure Outlook is the default email app
• Update Outlook and QuickBooks to the latest versions
• Repair the Office installation through Control Panel > Programs & Features
• Restart the computer

Once synchronized correctly, QuickBooks Desktop should resume invoice deliveries.

3. Reinstall QuickBooks PDF Components

QuickBooks uses a PDF converter to build invoice forms before email delivery. If this component is damaged, sending invoices becomes impossible.

1. Download the QuickBooks Tool Hub from Intuit.
2. Open it and navigate to Program Problems.
3. Select Quick Fix My Program.
4. If unresolved, choose PDF & Print Repair Tool.
5. Restart QuickBooks and try sending an invoice again.

This fix resolves most PDF-related delivery failures.

4. Update QuickBooks Desktop to the Latest Release

Outdated software versions introduce compatibility and performance issues.

1. Open QuickBooks
2. Go to Help > Update QuickBooks Desktop
3. Select Get Updates
4. Restart QuickBooks and install any pending updates

Once updated, retry your invoice delivery.

Fixing Email-Server and Authentication Errors

Sometimes QuickBooks functions properly, but the linked email account does not authorize outgoing messages.

1. Verify Email Provider Security Settings

Gmail, Yahoo, and Outlook often block third-party apps like QuickBooks until authentication settings are updated.

For Gmail:

• Turn on IMAP
• Use an App Password if 2-step verification is enabled
• Allow access for “less secure apps” (if applicable)

For Outlook:

• Make sure Modern Authentication is active
• Update your password in QuickBooks

Email authentication errors often show up as “incorrect credentials” even when your password is correct. Updating security settings resolves these issues.

2. Check Firewall and Antivirus Permissions

Overly strict security software can prevent QuickBooks from sending invoices.

• Add QuickBooks as a trusted program
• Allow ports recommended by Intuit
• Temporarily disable firewall/antivirus and test invoice sending

If disabling security software fixes the issue, create exceptions and re-enable it safely.

How to Resolve Undelivered or Failed Invoices in QuickBooks?

Efficient invoice delivery is essential for maintaining cash flow and ensuring timely customer payments. When invoices in QuickBooks Online or QuickBooks Desktop fail to send, appear as Undelivered, or bounce due to email issues, it disrupts business operations and delays revenue collection. This comprehensive guide provides every proven solution to diagnose, fix, and prevent QuickBooks invoice-sending issues—so your customers receive their invoices without delay.

Why QuickBooks Invoices Fail to Send?

Invoice delivery issues in QuickBooks typically arise due to:

• Incorrect customer email addresses
• Temporary email server issues
• Browser conflicts or cached data
• Incorrect email configurations
• Damaged program files (QuickBooks Desktop)
• Authentication errors with Outlook, Gmail, or other email providers
• Firewall or security restrictions
• Blocked QuickBooks email server IPs

Understanding the cause allows you to apply the correct solution immediately.

If you want to offer your customers a smoother payment experience, consider setting up QuickBooks Payments. This allows them to pay invoices online using cards or bank transfers, ensuring faster and easier payments.

Steps to Fix Undelivered Invoices in QuickBooks Online

When QuickBooks shows an invoice as Undeliverable, the email either bounced or never reached your customer’s inbox. This often happens due to an incorrect email address or a temporary server failure.

Below are the exact steps to resolve this issue.

Step 1: Check the Status of the Sent Invoice

QuickBooks gives detailed insights into whether an invoice was successfully sent or flagged as Undeliverable.

1. Go to your Invoices section in QuickBooks Online.
2. Review the Status column.
   • If the invoice failed to deliver for even one recipient (out of multiple), the entire invoice will show Undeliverable.
3. If you’re in the Invoices tab, select the Needs Attention message to view all undelivered invoices.

View a list of bounced emails with delivery errors

QuickBooks can display all email delivery failures in one convenient place.

To view bounced emails:

1. Go to your invoice dashboard.
2. Select View the errors.

The Delivery Errors panel will show:

• Delivery date
• Type
• Reference number
• Customer name
• Error message
• Delivery method

This helps you pinpoint the exact cause behind each failed delivery.

Step 2: Ask the Customer to Check Their Junk or Spam Folder

Even when the email address is correct, email providers sometimes mark automated invoice emails as spam.

Before making any major changes:

• Ask your customer to check Spam, Junk, and Promotions folders.
• Request that they mark QuickBooks emails as Not Spam.

This often resolves the issue instantly.

Step 3: Verify Email Addresses in QuickBooks Online

The most common cause of undelivered invoices is an incorrect email address in your customer profile or company email settings.

Verify customer email address:

1. Go to Sales > Customers.
2. Select the customer who didn’t receive the invoice.
3. Click Edit.
4. Confirm the email address—correct if needed.

Verify your company email address:

1. Go to Settings > Account and Settings.
2. Select Company.
3. Under Company Info, locate Customer email.
4. Ensure this email is correct and active.
5. Click Save, then Done.

After verifying both email addresses, resend the invoice.

Step 4: Adjust Email Server to Accept QuickBooks Hostnames & IPs

If invoices still show as undelivered, your email server may be blocking QuickBooks Online mail servers.

To fix this:

• Safelist QuickBooks email server hostnames
• Add QuickBooks IP ranges to your mail server’s approved sender list
• Whitelist quickbooks@notification.intuit.com and similar system addresses

Contact your email administrator or provider if you need assistance with safelisting.

Advanced Troubleshooting for Persistent Issues

For users who still cannot send invoices after applying standard fixes, advanced solutions may be required.

1. Run QuickBooks Tool Hub – Program Diagnostics

QuickBooks Tool Hub can repair deep-level program and file issues.

1. Open QuickBooks Tool Hub
2. Select Program Problems
3. Run QuickBooks Program Diagnostic Tool
4. Restart your PC

This resolves complex configuration errors that interfere with email delivery.

2. Repair QuickBooks Installation Files

If QuickBooks’ core files are corrupted, the software may fail to send invoices despite normal settings.

1. Open Control Panel
2. Click Programs and Features
3. Select QuickBooks
4. Choose Repair

When the repair completes, restart QuickBooks and test invoice sending.

3. Recreate Your QuickBooks Company File

A damaged company file can disrupt countless features, including invoicing.

• Use Verify Data Tool
• If errors appear, run Rebuild Data Tool
• If issues persist, restore from a recent backup

A healthy company file ensures smoother overall functioning.

4. Disable Extensions and Allow Pop-Ups

Ad-blockers and privacy extensions often interfere with QuickBooks email functions.

• Disable all extensions temporarily
• Allow pop-ups for QuickBooks
• Try sending the invoice again

Best Practices to Prevent Future Invoice Sending Problems

To avoid disruptions in the future, maintain your QuickBooks environment with the following practices:

• Keep QuickBooks updated
• Regularly clean browser cache (QuickBooks Online)
• Ensure company file health
• Update Outlook or Gmail permissions
• Maintain firewall exceptions
• Use modern authentication for email providers
• Back up company data regularly

These preventive strategies protect your invoicing workflow year-round.

Final Thoughts

Sending invoices seamlessly is essential for maintaining healthy financial processes. With the comprehensive solutions above—covering QuickBooks Online, QuickBooks Desktop, email integration, browser fixes, and system-level repairs—you can resolve invoice delivery failures efficiently and prevent them from recurring.

Businesses depend on consistent communication, and ensuring your invoices reach clients on time strengthens professionalism, improves cash flow, and enhances operational efficiency.

Frequently Asked Questions