Company settings for the QuickBooks integration

The Company Settings tab in your QuickBooks integration controls company-wide defaults; what to do when QuickBooks creates a new recurring template, what every mailed invoice should include, and the global on/off switch for automatic mailing.

Settings are stored per connected QuickBooks company, so if you've connected multiple companies they each have their own.

To open it: sign into Mailform → Apps QuickBooks integration → Company Settings.

Below, you'll see the detailed explanation of all of the company options

What it controls: whether Mailform listens for new invoices from this QuickBooks company at all.

• On (default): Mailform receives a notification from QuickBooks every time an invoice is created and puts a letter into production

• Off: Mailform ignores new invoice notifications. Even an invoice generated from a recurring template, which would be available in the Invoice tab will not be mailed

When to use the off setting:

• Billing freeze or vacation period, to pause auto-mailing without flipping every profile.

• Troubleshooting if something unexpected happens or if you want to make a change.

Manual mailing from the Mail Invoices tab continues to work regardless of this switch. The toggle only affects auto-mailing.

What it controls: whether brand-new recurring invoice templates added to QuickBooks come pre-set to auto-mail.

• On: when QuickBooks creates a new recurring template, Mailform sees it on the next sync and switches its "Automatically Send Via Ground Mail?" toggle to Yes. The next invoice it generates will mail automatically.

• Off (default): new recurring templates start with the toggle No. You decide one by one which to mail.

This setting only affects templates added after you change it. Existing templates keep whatever toggle they already have. If you want to flip many existing templates at once, use the CSV bulk-edit on the Recurring Invoice tab — see Recurring invoices.

Recommended: turn this on if every QuickBooks recurring invoice customer wants a paper invoice. Leave it off if you're more selective.

What it controls: whether every invoice Mailform sets return envelopes as an option

A return envelope is a #9 envelope with a perforated slip which recipients have to add postage to send back to you. The envelope shows the invoice amount, due date, and a QR code that takes the recipient to the QuickBooks online-payment page for the invoice, so they can pay digitally without retyping anything as well

• On: every auto-mailed and manually-mailed invoice from this QuickBooks company includes a return envelope.

• Off: the invoice goes out without a return envelope. Recipients pay however they normally do.

Return envelopes add a small per-piece cost. The exact amount shows in your Mailform pricing — see Payment settings.

What it controls: the line of text printed alongside the QR code on the return envelope.

A short message like "Scan to pay online" or "Pay by phone or scan to view your invoice." This gives the recipient context for the QR code. Defaults to a generic prompt if you don't set anything custom. Keep it under about 80 characters; longer messages get truncated.

If you've connected multiple QuickBooks companies (for example, you're a bookkeeper or accountant), the QuickBooks integration shows a tab per company. Each company has its own Settings screen — changes only affect that company's behavior. The webhooks toggle, default return envelope, auto-send default, and QR-code message are all independent per company.

The Disconnect button at the bottom of Settings revokes Mailform's access to this QuickBooks company.

When you disconnect:

• Mailform stops listening for new invoices from this company immediately.

• Any auto-mail jobs already scheduled (within the 30–180 second mailing window) are cancelled.

• Your existing mailing history, profile configuration, and order records stay in your Mailform account so you keep your audit trail.

• Reconnecting later restores the link, but you may need to re-set custom settings — most companies are restored exactly as they were, but it's a good idea to glance at the Settings tab after a reconnect.

You can also disconnect from the QuickBooks side: in QuickBooks, go to Apps → My Apps, find Mailform, and click Disconnect. The effect is the same.

Do I need to change any settings to start mailing? No — the defaults work for most customers. Connect QuickBooks, decide which recurring profiles should auto-mail, and start mailing. Come back to Settings when you have a specific reason.

Can I set different settings per customer? Settings on this tab apply across the whole connected QuickBooks company. For per-customer behavior, use the recurring-profile switches and the #mailform Notes tag — see Recurring invoices.

Can I turn automatic recurring invoice emails off for one company but leave them on for another? Yes. The switch is per-company (not per client), like all the other settings on this tab.