Fix QuickBooks Email Not Working Issue Easily

Jul 21, 2025UncategorizedComments (0)

QuickBooks is a popular accounting software that streamlines invoicing, payroll, and bookkeeping. However, it occasionally encounters hiccups—like email not working, which can disrupt workflows and frustrate users. This comprehensive guide helps you fix QuickBooks email not working issue easily, walking through causes, step-by-step solutions, and preventive tips, so you can get back to smooth financial management quickly.

 Understanding Why QuickBooks Emails Stop Working

Before diving into fixes, it’s important to know what causes email issues in QuickBooks:

  1. Incorrect Email Preferences Mismatched SMTP settings or outdated email login credentials can block communications.

  2. Email Service Update Updates from providers like Gmail, Outlook, or Yahoo may require app-specific passwords or OAuth changes.

  3. Outdated QuickBooks Version Running an older version may not support changes in email protocols.

  4. Firewall or Antivirus Blocking Security software may interfere with QuickBooks’ access to the internet.

  5. Corrupted QuickBooks or Component Files Damaged QB installation or its components—especially QBMailer—can break email functionality.

Recognizing the underlying cause helps target the right fix.

 Prerequisites: What You’ll Need

Before troubleshooting, gather:

  • Your QuickBooks Desktop version number (Help → About QuickBooks)

  • Email provider settings:

    • SMTP server/port (e.g., smtp.gmail.com: 587)

    • TLS/SSL requirements

    • Whether an app-specific password or OAuth is needed

  • Email login credentials

  • Access to your firewall/antivirus console

  • An internet connection

 Step-by-Step Fixes

1. Set Up Email Preferences in QuickBooks

  1. Go to Edit → Preferences → Send Forms.

  2. Choose your Email account (e.g. QuickBooks Email, Outlook, Gmail, Other).

  3. Click Add/Edit and input correct SMTP settings:

    • SMTP server name and port

    • Encryption: TLS/SSL

    • Credentials: verified username & password

  4. Test by sending a quick invoice: File → Send Forms → Send.

2. Create an App‑Specific Password

For providers with two-factor authentication:

Gmail example:

  1. Go to your Google Account → Security → App Passwords.

  2. Create a new 16-digit app password for “Mail” on Windows.

  3. Use this in QuickBooks instead of your normal password.

Outlook, Yahoo, and others offer similar features under security settings.

3. Update QuickBooks & Windows Office Suite

The latest updates fix compatibility issues:

  1. Update QuickBooks

    • Help → Update QuickBooks Desktop → Update Now.

    • Restart and apply updates.

  2. Update Microsoft Office/Outlook

    • Open Outlook → File → Office Account → Update Now (Windows).

This resolves protocol mismatches between QuickBooks and your email client.

4. Repair QBMailer & QuickBooks Components

Sometimes QBMailer.exe or email components get corrupted:

  • Use the QuickBooks Tool Hub:

    1. Download from Intuit’s website.

    2. Install and open.

    3. Use the Program Problems tab → click QuickFix my Program and then QuickBooks Install Diagnostic Tool.

  • Alternatively, from Windows:

    1. Go to Control Panel → Programs & Features.

    2. Find QuickBooks → right-click → Repair.

This restores damaged installation files.

5. Adjust Windows Firewall & Antivirus Exceptions

Sometimes security tools mistakenly block QuickBooks email access:

  • In Windows Firewall:

    1. Open Control Panel → System & Security → Windows Defender Firewall → Allow an app or feature.

    2. Add QuickBooks.exe and QBMailer.exe to the list for both private and public networks.

  • In your antivirus or web security suite:

    1. Add exceptions for QuickBooks executables and ports (e.g. 587 for SMTP).

    2. Temporarily turn off email/content scanning features and test sending again.

6. Switch to Web‑Mail Option

If Desktop‑configured email fails, use Web‑Mail:

  1. Preferences → Send Forms → Email account → select "Web Mail".

  2. Choose Gmail, Yahoo, or Outlook.com.

  3. Sign in directly through the interface.

While this adds a few clicks, it bypasses SMTP issues entirely.

7. Use QuickBooks PDF Export & External Email

As a temporary workaround:

  1. Select invoice or form → Print → choose Save as PDF.

  2. Go to your email client/webmail → compose message → attach the PDF.

  3. Send manually.

This ensures uninterrupted communication while you fix underlying issues.

Real‑World Example

Scenario: A small business using Gmail via QuickBooks Desktop suddenly stops sending invoices. The user receives “Cannot send mail” errors.

Steps Taken:

  1. Verified Gmail SMTP settings and confirmed the account works in a browser.

  2. Created a Google app‑specific password due to two‑factor authentication.

  3. Updated QuickBooks and Office, then ran the QuickBooks Install Diagnostic Tool.

  4. Added QuickBooks to Windows Firewall exceptions.

  5. Tested sending an invoice—success!

Result: Emails began working again seamlessly and errors disappeared.

Quick Tips & Best Practices

  • Enable automatic updates in QuickBooks to stay current.

  • Use app‑specific passwords if your email provider mandates it.

  • Check Intuit’s support site or community forums for provider-specific guides.

  • Backup your QuickBooks data regularly, especially before making system changes.

FAQs

1. Why am I still getting “Send error” after configuring SMTP? ‎ This often indicates either incorrect port/encryption settings or firewall interference. Double-check your SMTP host, port (usually 465 or 587), and encryption. Make sure QuickBooks.exe and QBMailer.exe are allowed through your firewall. If the issue persists, check antivirus email‑scanning settings.

2. Can I use QuickBooks with Google Workspace (G Suite)? ‎ Yes—most users choose “Web Mail > Gmail” in Preferences. If you want deeper integration with SMTP, generate an app‑specific password in your Google Admin console, then enter it in QuickBooks instead of your normal password.

3. What do I do if QuickBooks only sends PDFs but can’t send email directly? ‎ This indicates SMTP or QBMailer issues. As a temporary fix, export forms to PDF and email manually. Then work through the troubleshooting steps: update components, adjust firewall/antivirus settings, and ensure correct SMTP configuration to restore direct emailing.

Conclusion

Troubleshooting QuickBooks email issues becomes manageable if you follow a structured approach. By verifying email settings, using app‑specific passwords, keeping software updated, repairing damaged files, and adjusting security tools, you can fix QuickBooks email not working issue easily. If none of these methods work, continue using the PDF‑export workaround while contacting QuickBooks support or your IT department. With persistence and systematic steps, you'll be back to sending invoices and forms via email smoothly—no more delays or disruptions.