Community
Showing results for 
Search instead for 
Do you mean 
Reply

Attaching QuickBooks Invoices to ACT through Outlook

Copper Contributor
Posts: 60
Country: United States

Attaching QuickBooks Invoices to ACT through Outlook

QuickBooks uses Outlook to send invoices to customers. The invoices are sent successfully, but when these invoices are attached to ACT from Sent Items, the date sent gets set to 01/01/0001. Act continuously tries to attach this message every few minutes causing the ACT.Outlook.Service.exe process to consume a lot of system resources and slow the machine to a unuseable state. The email must be stopped/removed from being attached for the machine to return to it's original state.

 

Has anyone experienced this problem? Is there a work around?

 

We use ACT Premium 2010 and QuickBooks Enterprise Solutions 10.0.

Copper Contributor
Posts: 60
Country: United States

Re: Attaching QuickBooks Invoices to ACT through Outlook

Anyone else experiencing similar issues? Anyone attaching emails sent from QuickBooks using Outlook to ACT?

Bronze Elite Contributor
Posts: 2,546
Country: New_Zealand

Re: Attaching QuickBooks Invoices to ACT through Outlook

I am interested that you are able to send an email from QuickBooks, which uses Outlook to do so,  with ACT! 2010 integrated to Outlook. Our expereince is alittle different than your in that QuickBooks freezes when you attempt to send the email. You have to crash out of QuickBooks. It doesn't get to send the email. Anybody else have issues with QuickBooks and ACT! 2010 clashing on the email integration?    

Graeme Leo
Xact Software - consultants and developers
Follow us on Twitter and check out our Blog


Copper Contributor
Posts: 60
Country: United States

Re: Attaching QuickBooks Invoices to ACT through Outlook

Yes, we are able to send invoices from QB using Outlook (we are able to see history in Sent Items). QB doesn't crash and the email is sent, but we are unable to attach the sent email to ACT history. Act.Outlook.Service.exe tries to attach the message every few minutes but fails each time. We have to manually STOP it from attaching the message at which point the email appears in the NOT ATTACHED tab and shows the date/time sent as 01/01/0001 12:00am. Outlooks shows the correct sent date and time.

 

ACT Version - ACT! by Sage Premium 2010 Version 12.1.181.0, Hot Fix 1

QB Version - QuickBooks Enterprise Solutions 2010 Release R6P

Outlook Version - Microsoft Office Outlook 2003

 

This behavior was seen in previous versions of ACT as well.

 

Thanks,

Sudha

Bronze Elite Contributor
Posts: 2,546
Country: New_Zealand

Re: Attaching QuickBooks Invoices to ACT through Outlook

Thanks for your response

We are ACT! developers and consultants in New Zealand and we are experiencing problems with a customer site and we are able to reproduce the conditions in our own office with ACT! 2010, however the failure is more serious than you are having in that QuickBooks freezes when an email send is initiated. The versions that we are working with are:

ACT! Premium 12.1

QuickBooks Enterprise 2008/2009

Outlook 2003 SP3

 

It would be helpful to work with you to discover the underlying cause as your situation is problematic but different, it may give us some ideas as to what is happening. If you would like to correspond directly my email is at the bottom of this post. Two questions:

1. When you send an invoice from QuickBooks, do you see the Outlook message window open and the ACT! toolbar is always appears in the message window or does it sometimes, but other times not?

2. Have any of the emails sent from QuickBooks successfully attached to ACT!?

3. What is the default setting for attaching email to ACT!, for instance; Email Subject Only, Email Subject and Message etc.   

 

Graeme Leo
Xact Software - consultants and developers
Follow us on Twitter and check out our Blog


Copper Contributor
Posts: 60
Country: United States

Re: Attaching QuickBooks Invoices to ACT through Outlook

Responses to your questions -

 

1. When email is sent from QB (Send Forms), no Outlook message appears. A QB window appears with this message - "Sending E-mail to Outlook. Outlook will e-mail them to the recipients." The email is sent directly to Outlook's Outbox and then Sent Items.

 

2. No emails from QB have gotten attached in ACT Premium 2010. We are able to save the email and then manually attach to ACT history by not directly using the ACT toolbar in Outlook. Seems like it worked a few versions ago (maybe 2007 or 2008).

 

3. Default when composing/replying to emails in Outlook (ACT Preferences Email setup wizard step 5 of 8) is None. Default when attaching emails to ACT contacts (ACT Preferences Email setup wizard step 6 of 8) is E-mail subject, message and all attachments.

 

Please let me know if you need more information.

 

-Sudha

Bronze Elite Contributor
Posts: 2,546
Country: New_Zealand

Re: Attaching QuickBooks Invoices to ACT through Outlook

You have the compose/reply set to None as a default.  

In your situation,what is your desired outcome for email sent from QuickBooks:-

1. Attach to the ACT! contact by default.

2. Attach to the ACT! contact only when you manually set it to do so in the send Message window ( the assumption is that the Outlook Send Message Window displays with the ACT! Toolbar available for you to select the option to attach, prior to the email being sent.).

3. Not attach at all.

 

and

If you want to attach the email by default what is the desired method, Email Subject only, Email Subject and message, Email subject and message with attachments? 

 

Graeme Leo
Xact Software - consultants and developers
Follow us on Twitter and check out our Blog


Copper Contributor
Posts: 60
Country: United States

Re: Attaching QuickBooks Invoices to ACT through Outlook

The desired outcome for us is as follows - When an email (invoice) is sent from QB, it gets attached to the correct record in ACT history. However, we don't want to attach every email we send (only a select few correspondences with our customers) and we sometimes have multiple records for some customers. So we chose to use None as the default when composing/replying to emails.

 

Due to this limitation our desired outcome would then be option 2 - Attach to ACT! contact only when we manually set it to do so. We don't see the send message window before the email is sent, so our only option is to view the sent email in the Sent Items folder and attach from there using the Attach to ACT! Contacts button in the toolbar (and select the appropriate record).

 

When we attach emails to ACT we always choose E-mail subject, message and all attachments.

Copper Contributor
Posts: 60
Country: United States

Re: Attaching QuickBooks Invoices to ACT through Outlook

Today we tried to attach a Purchase Order sent from Quickbooks to ACT and the same behavior is seen. This seems to happen to any email that is sent from QuickBooks using Outlook.

 

Any suggestions?

Bronze Elite Contributor
Posts: 2,546
Country: New_Zealand

Re: Attaching QuickBooks Invoices to ACT through Outlook

We have tested various version of QuickBooks and ACT!  and Outlook. We see varying outcomes dependent on versions of software and the order of install. The best condition we have seen is where sending an email  (invoice) from QB works fine but it is never attached against the ACT! contact.  The installation order of the software also seems to have an effect. Installing ACT! last seems to be the most successful. However I don't think that you could rely entirely on the process remaining stable.

 

An alternative is to use an add on software to integrate QB with ACT!, create an invoice within ACT! and send as an email attachment, then you can be sure the invoice is attached to the contact. As ACT! developers, we produce a product, Xact Link to ACT! and QuickBooks.  We have a US version that will do the job. Contact me at sales@xactsoftware.co.nz  if you would like a 30 day trial of the software.     

Graeme Leo
Xact Software - consultants and developers
Follow us on Twitter and check out our Blog