If you bill the same customers on a regular schedule, monthly retainers, subscriptions, rent rolls, service contracts etc. Mailform can mail every invoice QuickBooks generates from a recurring transaction template, without you having to log in.

This article covers how it works, how to turn it on, and the answer to the most common question: "Can I make sure invoices for specific customers always go out by mail?"

In QuickBooks, a recurring transaction template of type "Invoice" auto-generates a fresh invoice on a schedule (every month, every two weeks, every quarter, etc.). Each template is tied to one specific customer.

Mailform syncs the list of these templates into your Recurring Invoice Profiles tab. Each profile has an on/off switch labelled " Send Invoice Automatically?"

That switch controls whether Mailform mails new invoices generated from that template, when that invoice is created in Quickbooks, we check that it matches a parent Template you've flagged and it starts production of an invoice on your behalf.

When QuickBooks creates an invoice from a template that's switched on, Mailform:

1. Receives a notification from QuickBooks within seconds.

2. Pulls the invoice PDF, recipient address, and amount.

3. Validates the address has a complete street, city, state, and ZIP.

4. Mails the invoice and writes a confirmation comment back on the invoice in QuickBooks.

Mailform will not affect any Quickbooks behavior, If the template is switched off "Send Invoice Automatically", the invoice is generated in QuickBooks as usual but Mailform leaves it alone. You can always later

1. Open your QuickBooks integration in Mailform.

2. Go to the Recurring Invoice Profiles tab. You'll see a row for every active recurring invoice template in your QuickBooks account, with the customer name and the next scheduled date.

3. Flip the Yes/No switch in the "Send Invoice Automatically?" column for each template you want Mailform to mail.

4. Check that in the Company Settings you have Enable Automatic Sending switched on.

Changes save automatically. The next invoice QuickBooks generates from that template will auto-mail.

If you have dozens of recurring templates and want to flip several at once:

1. On the Recurring Invoice Profiles tab, click the download icon (top right). A CSV file is downloaded — YYYY.MM.DD.mailform.profileconfiguration.csv.

2. Open the CSV in Excel, Numbers, or Google Sheets. It has four columns:

   • Id — Mailform's internal identifier. Don't change this.

   • Name — the recurring template name. Display only — don't change this.

   • Company — the customer's company name. Display only — don't change this.

   • Recurring Enabled — Y or N. This is the column you edit.

3. Edit the Recurring Enabled column: set it to Y for templates Mailform should auto-mail, N for templates it should leave alone.

4. Save the file as CSV (not XLSX).

5. Back in Mailform, click the upload icon (next to the download icon) and pick your edited file.

6. Mailform shows a confirmation prompt summarizing the changes. Click Save to apply.

Only the Recurring Enabled column is read on import — Mailform matches each row by its Id and updates that profile's switch.

Yes. Two paths, depending on what kind of invoices you want mailed:

Each profile in the Recurring Invoice Profiles tab is already tied to one customer, that's how QuickBooks recurring templates work. So setting Recurring Enabled = Y for a profile applies to that recurring transaction

If you want auto-mailing on by default for all new recurring templates created in Quickbooks, see the Company Settings tab — there's a "Activate Ground Mail for new Invoice Profiles" toggle that pre-fills Y for any template added in QuickBooks going forward (see Company settings).

The recurring-profiles tab doesn't cover one-off invoices. For those, use the #mailform tag in QuickBooks itself:

• Per customer (recommended): open the customer record in QuickBooks, go to the Notes field, and add the text #mailform (the case-insensitive variants #Mailform and #MAILFORM also work). Save. Every invoice you create for that customer of any type will auto-mail through Mailform.

• Per invoice: open a specific invoice in QuickBooks, find the Private Note field at the bottom, and add #mailform. Save. That single invoice will auto-mail; other invoices for the same customer are unaffected.

The tag is checked by Mailform every time QuickBooks creates an invoice. There's no separate Mailform-side setup for it.

The two mechanisms compose cleanly:

• A recurring template with Recurring Enabled = Y will auto-mail.

• A one-off invoice for a customer tagged #mailform in their Notes will auto-mail.

• A recurring template that's N, on a customer who's tagged #mailform, will not auto-mail, the explicit N on the template wins for invoices it generates. (The #mailform tag still applies to non-recurring invoices for that customer.)

In practice, most customers use one or the other. If you have a stable set of recurring templates, the profile switches are easier. If your invoicing pattern is irregular, the #mailform Notes tag is simpler.

Auto-mailed invoices use the same print and mail options as your manual mailings — see Sending an invoice. The defaults that apply to every auto-mail come from your Settings tab: return envelope, color, paper size, and so on. Each auto-mailing also charges your Mailform account balance — see Payment settings.

• The CSV download is CSV, not Excel. Even if Excel opens it cleanly, save it back as CSV before uploading. The upload only accepts .csv files.

• The CSV matches by Id, not by customer name. You can't add new rules by typing in customer names — the CSV is for editing profiles Mailform already knows about. To affect a customer that's not on the list, use the #mailform Notes tag in QuickBooks instead.

• New recurring templates need a sync to appear. When you create a brand-new recurring template in QuickBooks, open the Mailform Recurring Invoice Profiles tab once to trigger a sync. After that, it'll appear in the list and the next-scheduled invoice will follow the auto-mail switch.

• A short delay between creation and mailing. Mailform waits 30–180 seconds after a recurring invoice is created before mailing it, to avoid duplicate sends and to let you cancel if needed (cancel by deleting the invoice in QuickBooks within that window).

• Address-incomplete failures show up as a comment on the invoice in QuickBooks. If an invoice's address is missing a field, Mailform records a comment explaining what's missing instead of mailing a malformed envelope. Fix the address in QuickBooks and the next sync will pick it up.

• Auto-mailing only handles invoices. Recurring statements, recurring estimates, and recurring sales receipts are not currently mailed automatically — even if listed in QuickBooks as recurring transactions.

If you want to temporarily stop all auto-mailing (for example, during a billing freeze) without disconnecting QuickBooks or flipping every profile to N, go to the Company Settings tab and turn off the "Enable Automatic Sending" switch. New invoices QuickBooks creates while the switch is off will not be auto-mailed; turn it back on whenever you're ready. Manual mailings from the Invoices tab continue to work either way.