Accounting: How to Stop QuickBooks Online from Automatically Sending an Invoice Email
If your customers are getting invoice emails from QuickBooks Online right after you sync orders from RoasterTools, a QuickBooks setting is sending them. Turn it off so you decide when, and from where, invoices go out.
Why this happens
In 2026, QuickBooks Online added a setting that emails invoices as soon as they're imported from a connected app, including RoasterTools. In some accounts it's turned on by default, so it can start happening without anyone changing anything.
RoasterTools DOES NOT ask QuickBooks to email your invoices. Syncing an order only creates the invoice in QuickBooks. There's nothing to change in your RoasterTools settings.
⚠️ Heads up: If you use QuickBooks Payments, the QuickBooks email can include its own pay link. A customer could pay that invoice in QuickBooks and again through RoasterTools. Turn this setting off to avoid double payments.
Turn off automatic sending of invoice emails in QuickBooks Online
Before you begin: Log in to QuickBooks Online as a Company Admin. The Invoice Payments section often only shows for that role. If you don't see it, ask your QuickBooks admin or bookkeeper to make this change.
- In QuickBooks Online, click the ⚙️ gear icon, then Account and settings.
- Open the Sales tab.
- Scroll to Invoice Payments.
- Turn off [Automatically send imported invoices].
- Click Save, then Done.
Invoices you sync after this stay in QuickBooks without being emailed to customers. To check, sync one order and open its invoice in QuickBooks. It shouldn't show as sent.
Not the same as reminders: In QBO Automatic invoice reminders is a separate setting under Reminders on the same page.
Turning reminders off won't stop imported invoices from being emailed. Make sure you change the one under Invoice Payments.
If invoices were already emailed
Turning the setting off doesn't affect emails that already went out. For invoices that were sent:
- Let affected customers know which email to pay from, so they don't pay twice.
- If a customer paid in QuickBooks and in RoasterTools, decide which payment to keep and refund the other. The RoasterTools payment won't sync to an invoice QuickBooks already shows as paid, so don't keep retrying the sync.
Learn More: For how payments sync and why a payment can fail on a paid invoice, see Accounting: How to Sync and Verify Invoices and Payments.
FAQs
Q: QuickBooks support told me this is a RoasterTools setting. Is it?
A: No. RoasterTools doesn't send invoice emails through QuickBooks. The setting that does this is in QuickBooks under Sales > Invoice Payments.
Q: I don't see Invoice Payments in my Sales settings.
A: Log in as a Company Admin, or ask whoever is. If it still doesn't appear, ask QuickBooks support specifically about "Automatically send imported invoices," or contact us at support@roastertools.com.
Q: Can I still email invoices to customers?
A: Yes. You can send invoices from RoasterTools with a PDF attached, and a Pay Now link if you use RoasterPay. You can also still send individual invoices from QuickBooks yourself. See Invoices: How to Send and Track Invoice Emails.
Learn More: For the rest of your QuickBooks setup, see Accounting: Connection Settings.