Sending an invoice from QuickBooks through Mailform

Once you've connected QuickBooks (see Signing up), you can mail any invoice in your account through Mailform a few different ways:

• either manually by selecting it from a list,

• automatically, when QuickBooks creates it. This article walks through the manual flow. For automatic mailing, see Recurring invoices.

Pick the manual flow when:

• You want to mail one or a small batch of existing invoices right now.

• The invoice doesn't come from a recurring template, so auto-mailing doesn't apply.

• You want to review the address or print options before paying.

You can mail up to 25 invoices in a single batch. For larger volumes, run multiple batches.

1. Open the QuickBooks integration in Mailform. Sign into your Mailform account and click Apps -> Quickbooks Invoices.

2. Go to the Invoices tab. You'll see a list of recent invoices from QuickBooks, each showing the customer name and address, due date, and current balance and paid status.

3. Pick the invoices to mail. Click the toggle next to each invoice you want to send.

4. Confirm the recipient address. For each selected invoice, Mailform pulls the billing address from QuickBooks. If the address is incomplete or you want to override it for this mailing, click into the address field and edit it. Edits here only affect this mailing. the customer record in QuickBooks is not changed.

5. Click Confirm - At this point we'll create a bulk mail order and take you to our BulkMail tool to select options for fulfillment.

6. Choose your print and envelope options.

   • Color vs. black-and-white printing.

   • Single or Double-sided. Two-sided is the default;

   • Return envelope. When enabled, Mailform includes a #9 return envelope showing the invoice amount, due date, and a users can select to insert a QR code that opens the invoice's online payment page in QuickBooks. Recipients can scan and pay without needing to find postage and return a check.

7. Pay. Mailform charges your account credit balance by default. If your balance is short, you can top up with a card or PayPal during checkout. (See Payment settings for how to set up auto-fund and pre-paid balances.)

8. Done. Mailform queues the batch for printing and mailing. You'll get an email confirmation, and within a few seconds Mailform records a comment on each QuickBooks invoice noting the date it was mailed. You can find the same record in your Mailform order history.

• Mailform pulls the invoice PDF from QuickBooks at the moment of mailing — so any last-minute changes you've made in QuickBooks are reflected.

• The invoice is printed at our facility, folded, inserted into an envelope, and handed to USPS in the next business-day pickup window. Standard delivery is via USPS First Class Mail.

• If the address turns out to be invalid (for example, the street number doesn't exist), USPS will return the piece to us. We'll log the return and notify you so you can correct the address in QuickBooks.

Mailform runs every recipient address through Lob's USPS-verified address validation at submission time (when you click Mail), not when you pick the invoice. This means you may select an invoice that looks fine and only see an address error at the final step. If that happens, edit the address inline before paying, or fix it in QuickBooks and re-pull the invoice.

International addresses skip USPS verification — they're sent as-is.

• Page count. Invoices over 119 pages can't be mailed via USPS First Class. (You'd be amazed how often a customer attaches their full statement.) If you hit this, split the document or contact support for a custom mailing class.

• Color and double-sided settings apply to every invoice in the batch — they're chosen once for the whole submission, not per invoice.

• Batch size. 25 invoices maximum per batch. To mail more, run multiple batches.

Every mailing creates an order in Mailform that you can find under Orders in your Mailform account. Each piece carries a tracking reference; once USPS scans it, the tracking link is added to the order record. Mailform also writes a comment back to the QuickBooks invoice with the mailing date and tracking reference, so you can audit from either side.

Can I mail an invoice without recording it in QuickBooks? Not from this flow — this tab is for invoices that already exist in QuickBooks. If you want to mail a one-off document, use Mailform's main "Send a letter" flow instead.

Can I edit the invoice content before mailing? No. We mail the invoice exactly as QuickBooks renders it. To change the invoice itself, edit it in QuickBooks and then re-pull it.

Can I set the address override permanently? Address overrides on this screen are per-mailing only. To change a customer's address permanently, update it in QuickBooks — the new address syncs into Mailform on the next refresh.

What if I want this invoice to mail automatically next time? If it comes from a recurring template, enable auto-send for that template under Recurring Invoice Profiles — see the recurring invoices article. For one-off invoices to a specific customer, add #mailform to that customer's Notes field in QuickBooks; every future invoice for that customer will auto-mail.