How To Deal With The “QuickBooks Won’t Send Email Invoices” Error?

QuickBooks Won’t Send Email Invoices is a frequent issue stemming from several potential sources, including inaccurate email settings, interference from firewall or antivirus software, and damaged MAPI32.dll files that facilitate communication between QuickBooks and the email client (like Outlook). Troubleshooting requires a methodical approach, beginning with basic checks such as verifying Internet connection settings and ensuring the email client is functional outside of QuickBooks. Users must also confirm the software is not running as an administrator, as this can block communication. Solutions often involve using official diagnostics like the QuickBooks Install Diagnostic Tool to repair installation components, updating the software to the latest version to maintain compatibility with current email protocols, and, in technical cases, manually running the Fixmapi.exe utility to repair the Windows messaging interface.

• The error, often manifesting as emails stuck in the Outbox or failure to send test emails, is primarily caused by:
  • Inaccurate email configuration settings or outdated credentials.
  • Firewall or antivirus programs blocking core QuickBooks executable files (e.g., QBW32.exe).
  • Unupdated QuickBooks versions lacking compatibility with modern email protocols.
  • Damaged MAPI32.dll file, which breaks the communication link to the email client.
• Pre-Solution Checks are necessary to isolate the problem: verify internet stability, confirm the external email client (Outlook) is functional, and ensure QuickBooks is not running as an administrator.
• Effective Solutions include:
  • Running the QuickBooks Install Diagnostic Tool to repair damaged application components.
  • Manually checking and adjusting the Internet Connection Setup within the QuickBooks Help menu.
  • Adding core QuickBooks files and necessary ports to the antivirus and firewall exception lists.
  • Repairing the communication interface by executing the Fixmapi.exe utility on the Windows system.
  • Updating all related software, including the QuickBooks Desktop program and QuickBooks 2022 Point of Sale, to eliminate compatibility conflicts.
  • If all else fails, uninstalling and reinstalling the QuickBooks for Windows program.

Understanding and Resolving: QuickBooks Won’t Send Email Invoices Error

For QuickBooks users, sending invoices via email can sometimes fail due to factors like a faulty QB installation or incorrect email settings. Errors such as “QuickBooks Won’t Send Email Invoices” may occur. This article provides solutions for resolving these email invoice issues.

What Are the Causes of The Error QuickBooks Won’t Send Email Invoices?

Here, we’ve listed a few potential causes of your inability to send invoices with QuickBooks Desktop.

Any of the following could apply:

• Inaccurate Email Settings: QuickBooks may be unable to send invoices by email if your email settings are inaccurate or out-of-date. Make sure your email choices contain the right email address and credentials.
• Problems with Internet Connectivity: Problems with internet connectivity might also make issuing invoices difficult. Check your internet connection to make sure it is steady and functioning correctly.
• Unupdated QuickBooks Versions: Older QuickBooks versions may not be compatible with the most recent email protocols if you are still using an older version of QuickBooks. To make sure that your program integrates seamlessly with your email service, update it to the most recent version.
• Firewall or Antivirus Settings: QuickBooks may not be able to send emails due to your firewall or antivirus settings. To allow QuickBooks to access your email service, make sure the firewall and antivirus settings are set to allow access.
• Problems with Your Email Service Provider: QuickBooks may not be able to send invoices by email if your email service provider has problems. Check with your email service provider to make sure that their services are operating properly.

What are the Symptoms of QuickBooks Not Sending Email Invoices?

When faced with the QuickBooks Won’t Send Email Invoices error, several people experienced the following symptoms:

Emails are Stuck in the Outbox

If you use a QuickBooks integrated email client, such as Outlook, and you notice that invoices remain in the Outbox folder rather than being sent, the sending process is unsuccessful.

Failure to Send Test Emails

If a test email you send from QuickBooks to check your email settings is not delivered, there is a problem with the email capability.

Not Receiving an Error Message or Email Confirmation

If, after sending an invoice, you don’t get a confirmation email or see an error notice suggesting something went wrong, it’s possible that QuickBooks isn’t effectively delivering the bills.

Missing Sent Emails in Sent Folder

It’s a sign that QuickBooks isn’t sending emails correctly if you can’t find the sent invoices in your email client’s Sent folder.

The App Automatically Crashes or Freezes

Users of QuickBooks frequently experience freezing, crashing, and other problems that cause invoicing problems. It is challenging to move on with chores relating to invoices, even after repeatedly pushing the mouse and keyboard. There is no response to the commands.

What To Consider Before Moving On To The Solutions For QuickBooks Won’t Send Email Invoices Error?

It’s recommended to complete a number of tasks before moving on to the fixes for this error, some of which are as follows:

• Verify Your Internet Connection: Verify QuickBooks Access’s firewall and antivirus software, as QuickBooks requires uninterrupted access to email servers for sending invoices.
• Check Your Email Configuration Settings: Check the system requirements, including STMP and port numbers, to ensure Outlook software compatibility with the version of QuickBooks you are running. 
• Update QuickBooks to the Latest Version: Using an outdated version of QuickBooks can cause compatibility issues with email services. Make sure your software is updated to the latest release.
• Back up Your Data: Most importantly, locally back up any firm data files, as they can be lost during the fix.
• Disable Antivirus or Firewall Temporarily: Security software or firewall settings might block QuickBooks from accessing email services. Disable them temporarily to check if they are causing the issue.
• Ensure Outlook or Email Client is Functional: If you’re using Outlook or another email client, verify that it is working independently of QuickBooks. Send a test email directly from the client.
• Run QuickBooks as Administrator: Ensure that QuickBooks has administrative permissions, as insufficient access rights can prevent it from sending emails.
• Review Third-Party Application Access: Some email providers require additional permissions or app-specific passwords for third-party tools like QuickBooks. Verify if these are enabled.

Addressing these factors beforehand helps identify whether the issue lies within QuickBooks or external dependencies, simplifying the troubleshooting process.Implement the solutions given below to resolve the error; if you need further assistance, contact +1-802-778-9005, or you can write a mail to us at support@ebetterbooks.com

eBetterbooks: Quick Fixes

Follow the following quick fixes for unable to send invoices in QuickBooks by ebetterbooks for easy resolution:

Problem: Incorrect email address input results in wrong or failed mail delivery for Quickbooks invoices.

Solution: Double-check and confirm the accuracy of the provided email address.

Problem: Incorrectly configured or problematic internet connection settings lead to email invoice delivery issues in Quickbooks.

Solution: Verify and correct internet connection settings to ensure proper functionality.

Problem: Using an outdated version of QuickBooks 2022 Point of Sale may cause compatibility issues, resulting in problems with sending email invoices.

Solution: Update the QuickBooks 2022 Point of Sale software to its latest version to ensure it functions smoothly with Quickbooks, resolving email invoice delivery issues.

Problem: During the installation of QuickBooks, certain components may become damaged, affecting the software’s functionality and email invoice delivery.

Solution: Utilize the QuickBooks Desktop diagnostic tool to identify and repair any damaged components, restoring the software’s functionality and enabling successful email invoice sending.

Cause: Incorrect installation of the QuickBooks for Windows program, connected to QBW32Pro.exe, can lead to email invoice delivery errors.

Solution: Resolve email invoice issues by uninstalling the program and then reinstalling it correctly, ensuring proper functionality and accurate delivery.

What Are The Ways To Fix The QuickBooks Won’t Send Email Invoices Error?

There are several problems with the QuickBooks desktop program that restrict you from sending invoices to your customers. Almost all of the problems are listed here, along with their possible solutions. Simply select the strategy that best addresses the problem you are facing.

The following are the possible effective solutions for QuickBooks emailing invoices problem:

Solution 1: Confirm That You Are Using the Correct Email Address

Double-check whether you have provided the correct email address in the recipient box to avoid the “QuickBooks won’t send emails” issue that might occur when sending emails.

Solution 2: Check Your Internet Connection’s Settings

Sometimes, tiny solutions exist to larger problems. To troubleshoot the invoices not sending from QuickBooks problem, ensure your internet connection is set up correctly.

Step 1: Access Internet Connection Setup

• Go to the Help menu in QuickBooks Desktop.
• Select Internet Connection Setup.

Step 2:  Choose Connection Options

• Click on Next.
• Ensure that the option “When this application connects to the Internet, establish a connection using the options on my computer” is selected.

Step 3: Advanced Connection Settings

• Select Advanced Connection Settings.
• Under the Advanced Options tab, click on Restore Advanced Settings.

Step 4: Save and Update

• Click OK to save the changes.
• Try updating QuickBooks Desktop to ensure the settings are applied correctly.

Solution 3: Check Whether QuickBooks Isn’t Running as an Administrator

To resolve QuickBooks email invoice problems, check if QuickBooks is running as an administrator.

To do so, follow these steps:

Step 1: Access Properties:

• Right-click the QuickBooks icon to select the Properties option from the context menu.

Step 2:  Modify Compatibility Settings:

• Choose the Compatibility tab.
• Uncheck the Run this application as an administrator option if it is checked.

Step 3: Un-Check the Administration Mode:

• If the phrase “Run this application as an administrator” is grayed out, choose Show settings for all user options first.

Step 4: Save Charges

• Finally, click “OK” to finish the process and confirm the settings. 

Step 5: Restart QuickBooks

• Now, Restart QuickBooks to check whether the error has been fixed.

Solution 4: Examine the Antivirus Settings on Your Computer

Fixing QuickBooks won’t email invoices can be done by changing certain antivirus settings that may be blocking the connection. Depending on the antivirus you’re using, make sure to add these names to the list and allow port exceptions so that they can operate without restriction:

QBW32.exe – C:\Program Files\Intuit\QuickBooks 2025\QBW32.exe

QBDBMGRN.exe – C:\Program Files\Intuit\QuickBooks 2025\QBDBMgrN.exe

QBDBMGR.exe – C:\Program Files\Intuit\QuickBooks 2025\QBDBMgr.exe

Solution 5: Point of Sale Updates for QuickBooks 2022

Please check to see if your copy of QuickBooks 2022 Point of Sale has been updated; if not, do so immediately to resolve the issue.

The steps to update QuickBooks POS are as follows:

Automatic Update Option

Here are the steps to automatically update QuickBooks POS:

Step 1: Log into QuickBooks POS

• Log in to the QuickBooks 2022 Point of Sale application.
• Verify your login status to see if you are logged in as an administrator or not.

Step 2: Access the Update Menu

• Select the Help menu option.
• Select the Software Update menu option. 

Step 3: Set Up Auto Update

• Now, choose Updater preference by navigating to the general tab. This tab has a button for automatically downloading updates.
• Automatic update the option.

Step 4: Notification Settings

To get more updates, select the Notify Me option from the list of choices.

Step 5: Save Prefernces

• Click the OK button.
• Now, whenever a new update is required or accessible, QuickBooks will download and install it immediately.

After updating these settings, your POS will automatically update, and you will be notified about the changes.

Manual Update Option

Here are the steps to manually update QuickBooks POS:

Step 1:  Open QuickBooks Point of Sale

• Open the QuickBooks Point of Sale application and log in as the administrator.

Step 2: Access the Help Menu

• Choose the Help menu option.

Step 3: Select Software Update

• Now, from the newly displayed drop-down menu, choose the Software Update option.

Step 4: Check for Updates

• Choose the Check for Updates option to see if there are any updates available. If an update is available, you can click on the update now option to start the updating process.

Step 5: Start Updates

• Select the Update Now and OK buttons. Your computer must be rebooted after the update.

After you’ve done updating QuickBooks 2022 Point of Sale, check the webmail preferences in the preferences box. Once the update for QuickBooks 2022 Point of Sale is complete, verify and adjust the webmail preferences in the preferences box.

To Examine and set preferences, follow the following steps as described below:

1. Launch QuickBooks 2022: Open the application on your system.
2. Access the Edit Menu: Navigate to the top bar and select Edit.
3. Open Preferences: Choose Preferences from the dropdown options.
4. Go to Send Forms: In the Preferences window, locate the Send Forms option in the left-hand menu.
5. Switch to My Preferences Tab: Click the My Preferences tab to view and manage your email preferences.
6. Select an Email Address: Choose the email address you wish to use for sending invoices or the currently active one.
7. Edit Settings: Click Edit to modify the email settings.
8. Restore Default Settings: Select the Default button or enable the SSL checkbox to reset to secure default configurations.
9. Verify Server Name: Check that the Server Name matches the recommended settings of your email provider.

These steps help you efficiently configure and review your email preferences in QuickBooks.

Once you have finished and set up everything according to the instructions, you’re good to go.

Solution 6: Install and Launch the Diagnostic Tool for QuickBooks Desktop

More than not, component damage during application installation can cause email problems in QuickBooks. Therefore, you must use the QB Install Diagnostic Tool to repair any installation damage in the QuickBooks application. 

Following are the procedures to use the program to locate and fix the component issues:

1. Step: Download the QuickBooks Diagnostic Tool into the computer.
2. Step: When prompted, save the downloaded file to your computer’s local drive.
3. Step: Close all background programs and Run the Install Diagnostic Tool. Depending on the functionality of your machine and the speed of your internet connection, the program may take 20 minutes to install.
4. Step: Restart the computer when the installation is finished.
5. Step: Use the tool to find and fix any component problem if found.

Solution 7: Reinstall the QuickBooks for Windows Program That is Connected to Qbw32pro.exe After Uninstalling It.

Follow the steps for Windows 7 and Windows Vista:

1. Step: Press the Start button to choose the Programs and Features option.
2. Step: Now select the Control Panel.
3. Step: Choose the Programs options.
4. Step: Press the Programs and Features options.
5. Step: Search for QBW32Pro.Exe-associated program in the Name column.
6. Step: Click the Uninstall button from the top menu.

Follow the directions as instructed to uninstall the QBW32Pro.exe-associated program.

Follow the following steps for Windows XP:

1. Step: Open Programs and Features by clicking the Start button.
2. Step: Press the Control Panel button.
3. Step: Then select Add or Remove Programs options.
4. Step: Look for QBW32Pro.Exe-associated program among the Currently Installed Programs.
5. Step: Click on QuickBooks to get Windows-associated entries.
6. Step: Choose the Remove option from among the options on the right side.

Follow the directions as instructed to uninstall the QBW32Pro.exe-associated program.

Follow the following steps for Windows 8:

1. Step: Right-click the Start Menu to access the Start Context Menu.
2. Step: Then select the Programs and Features option.
3. Step: Look for QBW32Pro.Exe-associated program in the Name column.
4. Step: Select the entry related to QuickBooks for Windows.
5. Step: Choose Uninstall/Change from the top menu.

Follow the directions as instructed to uninstall the QBW32Pro.exe-associated program.

Solution 8: Fix the Damaged MAPI32.dll File

Resolving the issue of unable to email invoices in QuickBooks can be done by fixing the damaged MAPI32.dll File, the steps for which are as follows:

1. Step: Close all running programs on Windows.
2. Step: Open Windows File Manager and go to the C: Windows System32 folder.
3. Step: To run the Fixmapi.exe file, double-click on it. If Windows Explorer is unable to locate the file, you can manually search for it using the Windows Search tool.

After the software has fixed the MAPI32.dll file, launch QuickBooks and attempt to send an email.

Wrapping-Up!

Hopefully, the solutions listed here will help you get over the Quickbooks Won’t Send Email Invoices error. But if you still need help sending email invoices or professional assistance, immediately contact our customer service to avoid any inconvenience.

Implement the solutions given above to resolve the error; if you need help is available at +1-802-778-9005, or you can mail to us at: support@ebetterbooks.com

FAQs:

1. Which official QuickBooks tool is recommended as the first step for automatically fixing email and installation errors?

The most effective initial step recommended by Intuit for resolving email and installation conflicts is to use the QuickBooks Tool Hub.

• Solution: Download and install the QuickBooks Tool Hub and run the Quick Fix My Program feature, found under the Program Problems tab.
• Why it works: This automated utility is designed to diagnose and repair many common program components that may be damaged or incorrectly registered, which often cause email functionality failures without requiring complex manual steps.

2. What specific program files must be added to a firewall or antivirus exception list to ensure seamless email sending?

Firewalls or antivirus software frequently block the core executable files that manage QuickBooks operations and data transmission, leading to email failure. To ensure seamless sending, the following specific files and their corresponding port exceptions should be added to the security program’s allowed list:

• QuickBooks Executables:
  • QBW32.exe (The main QuickBooks application file)
  • QBDBMGRN.exe (QuickBooks Database Manager for network access)
  • QBDBMGR.exe (QuickBooks Database Manager)
• Port Exceptions: Ports relevant to your multi-user setup and network environment must be allowed through the firewall.

3. If I receive the “QuickBooks is unable to send your emails to Outlook” message, how do I confirm that my Outlook installation is functional?

The error often indicates a communication breakdown between QuickBooks and the email client, not necessarily a problem with the email service provider itself. Before troubleshooting QuickBooks, you must confirm that the email client is working independently.

• Confirmation Steps:
  • Open Outlook (or your integrated client) directly, outside of QuickBooks.
  • Send a new test email to yourself or a colleague.
  • Confirm the test email arrives in the inbox.
• Result: If the test email is sent and received successfully, you have isolated the problem to the QuickBooks application, the MAPI components, or the integration settings, rather than the external email client itself.

4. What role does the MAPI32.dll file play in email sending, and what is the specific fix if it is damaged?

The MAPI32.dll file is a critical component of the Messaging Application Programming Interface (MAPI), which is the Windows system QuickBooks relies on to communicate with integrated email clients like Outlook.

• Role: The MAPI32.dll file manages the communication protocols between the financial application (QuickBooks) and the messaging service (Outlook). Damage to this file breaks the link, causing emails to fail or get stuck in the outbox.
• Specific Fix: The recommended solution is to run the built-in Windows utility, Fixmapi.exe. This utility attempts to repair or re-register the damaged MAPI files within the Windows registry to restore proper communication.

5. Why is running QuickBooks as an administrator often a prerequisite fix for email problems, and how can I disable that setting if necessary?

Running QuickBooks as an administrator can sometimes solve network or update issues, but it can also interfere with email integration because it restricts how QuickBooks interacts with non-administrative applications like Outlook.

• Interference: When running as Admin, QuickBooks might not be able to securely access or communicate with a standard-user instance of Outlook, causing the email send function to fail silently.
• Disabling Admin Mode (Recommended Fix):
  • Right-click the QuickBooks icon and select Properties.
  • Go to the Compatibility tab.
  • Ensure the box next to Run this program as an administrator is unchecked.

6. Besides the main application, why do I need to check for updates on QuickBooks Point of Sale (POS) when facing invoice email issues?

The QuickBooks Point of Sale application sometimes utilizes shared components or interacts with the Desktop financial software database when processing transactions and emailing receipts or invoices.

• Component Conflict: An outdated POS version might contain older libraries or components that conflict with the latest email protocols used by the main QuickBooks Desktop program.
• Resolution: Updating QuickBooks POS ensures all shared components are current, eliminating potential conflicts that could cause the main Desktop application to fail when attempting to send an email invoice. The update process is necessary to maintain seamless functionality between the two integrated platforms.

7. What is the necessary final step after performing significant troubleshooting, such as repairing the installation or running the diagnostic tool?

After performing any significant system or program repair, such as repairing the installation via the Control Panel or running the Install Diagnostic Tool, the system must be properly reset to allow the changes to take effect.

• Final Step: You must restart your computer.
• Why it’s necessary: A restart closes all processes, clears temporary memory, and forces Windows to completely re-register all the repaired or newly installed QuickBooks components (including MAPI files and DLLs). This step is essential to confirm that the changes have been fully applied and to prevent the old, corrupted files from relaunching.