How to Mail Invoices From QuickBooks Online (and Xero, FreshBooks or Wave)

QuickBooks Online emails, prints and downloads invoices, but it doesn't mail them. To get a paper invoice to a customer, you have two routes: print, fold and stamp it yourself, or save each invoice as its own PDF and have a print-and-mail service send it. Either way, finish by marking each invoice as sent in your accounting software, so its status matches what you mailed.

This guide starts with QuickBooks Online and covers Xero, FreshBooks and Wave too. The steps are for each tool's web version, with menu names from its help center as of October 2026; phone apps differ.

Can QuickBooks Online mail an invoice for you?#

No. QuickBooks Online can email an invoice, share a link to it, print it or download it as a PDF, and that's where it stops. When someone asked in Intuit's QuickBooks Community in 2022 whether Intuit has a print-and-mail service, the answer was that QuickBooks Online "doesn't have mail service" (opens in new tab): mail it yourself, or look for a third-party app in the QuickBooks Apps menu. Intuit's 2026 help pages on printing and downloading invoices still end at your printer.

Xero, FreshBooks and Wave work the same way. Their help centers offer email, a shareable link, printing and a PDF download; none of them mails a paper copy for you. Some mailing services sell add-on apps through accounting-software app marketplaces, such as the QuickBooks Apps menu; our guide to the ways to get invoices printed and mailed compares that route with the others.

One QuickBooks feature sounds similar but isn't: QuickBooks Bill Pay (opens in new tab) can issue and mail a paper check to a vendor you owe. That's for bills you pay, not invoices you send.

Postmarkr works from the PDF, not from inside your accounting software, so the upload route below starts by saving one PDF per invoice.

Two ways to get the invoice into an envelope#

Pick the route that fits this month's stack:

• Print and mail it yourself. Batch print from your software, then fold, stuff, stamp and drop the envelopes in the mail. This suits a few invoices a month if you have a printer, window envelopes and stamps on hand.
• Upload one PDF per invoice. A print-and-mail service prints each one, puts it in an envelope and mails it. With Postmarkr, the invoice goes First-Class behind an added address page, so it doesn't have to line up with an envelope window.

If you're weighing the two on cost, see what a mailed invoice costs, by page count; the same page compares it with doing it yourself.

Batch print QuickBooks invoices and mail them yourself#

QuickBooks Online batch prints from its Sales transactions list; Intuit's help page on printing multiple sales forms (opens in new tab) covers steps 1 and 4.

1. Optional: mark invoices Print later. Open the invoice, select Edit, then Manage, then Scheduling, switch on Print later and select Save, so you can filter for them in step 4. Intuit says this isn't available yet in the new invoice layout; if you don't see it, skip this step.
2. Set your invoice style for window envelopes. Go to Settings, then Custom Form Styles. Select your invoice style and Edit, open the Design tab, select Edit Print Settings, tick Fit printed form with pay stub in window envelope and select Done. Per Intuit's page on printing for window envelopes (opens in new tab), this places your return address and your customer's address to show through a #10 window envelope.
3. Test one before you print the stack. Print one invoice, fold it in thirds and slide it into your envelope; both addresses should sit fully inside the windows. If they don't, shorten any address longer than the line limits on Intuit's page. If your Design tab has no Edit Print Settings, or the addresses still miss the windows, hand-address the envelopes or use labels as a last resort.
4. Select and print. Go to All apps, then Sales & Get Paid, then Sales transactions. If you marked invoices Print later, filter Delivery method to Print later first. Tick the invoices you want, then choose Batch actions, then Print.
5. Weigh, stamp and mail. One stamp covers a letter up to one ounce; USPS's rule of thumb is four sheets of printer paper in a business-size envelope. A longer invoice may need more postage, so weigh one first. If you mail invoices every month, compare stamps, a postage meter and a mailing service at your volume.
6. Mark each one as sent. QuickBooks Online has no button for it; see the workaround below.

In Xero, go to Sales, then Invoices, tick the invoices on a status tab and click Print: Xero makes one PDF of them all and offers to mark unsent Awaiting payment invoices as sent. In FreshBooks, tick up to 50 invoices under Invoices and choose Bulk Actions, then Print. Wave prints one invoice at a time; it has no bulk print.

Save one PDF per invoice from your software#

To mail invoices through an upload service, you need each invoice in its own file. Postmarkr prints every page of the PDF you upload and mails it to the one customer you choose; it doesn't split a file into separate letters. A file holding several invoices would put every customer's invoice in one customer's envelope.

Multi-invoice printing makes that kind of file: Xero's saves one PDF, and QuickBooks Online's shows every selected invoice in one PDF preview. Save each invoice as its own PDF instead, without a password, at US Letter size, named with the customer and invoice number so you can match them up when you upload.

Pick your software for its steps.

Mail each invoice PDF with Postmarkr#

With one PDF per invoice, each file becomes its own letter to its own customer.

1. Upload the invoice PDF.
2. Choose the customer. Pick them from your address book or type the address. It's checked against USPS address data before you pay.
3. Read the preview. The address page comes first, with your customer's address and your return address placed to show through the envelope's windows. Behind it is every page of the invoice as you exported it. Check the invoice number and the amount, and that no other customer's pages slipped in.
4. More than one invoice this month? Instead of continuing to payment, choose Add to Cart, then repeat steps 1–3 for each invoice with its own customer. You pay for up to ten together; fill another Cart for the rest. Bulk Send isn't for this: it mails one shared document or one mail-merge letter to everyone on a list, not a different invoice to each customer.
5. Pay by card. Select Continue to payment for a single invoice, or Send & Pay in your Cart. Printed the next business day. For how long USPS takes from there, see how long First-Class Mail takes.

Pay within six days of uploading, or you'll need to upload the file again.

After you pay, each invoice gets a status page with USPS scan updates when available, an email when it's submitted for printing, and a PDF of exactly what was printed to save with your records.

Mailing the same customers every month? Export them from QuickBooks Online (Customer Hub, then Customers & leads, the export icon, Export to Excel), save the file as a CSV with the column headings from the CSV template in your Postmarkr address book's import window, and import it once.

Mark each mailed invoice as sent#

Marking a mailed invoice as sent keeps your records honest about what went out. It changes the status your follow-up relies on, and if you use Xero's or Wave's payment reminders, it's what lets them go out for that invoice. QuickBooks Online is the one tool here with no manual option.

For QuickBooks Online, a QuickBooks Community moderator's suggested workaround (opens in new tab) is to email the invoice to yourself, which changes its status to Sent. A user in that thread was still asking for a real option in January 2026. Open the invoice (View/Edit), select Review and send (Save and send in the old layout), replace the customer's email address with your own, and send it. Two cautions:

• Check the address before you send. If you leave the customer's address in, they get an email copy as well as the paper one. If you're happy for them to have both, send it to them as normal; the status changes either way. For a stack of those, tick the invoices in Sales transactions and choose Batch actions, then Send, to email them all at once.
• Check that customer's next email. One user in Intuit's forum reported in 2020 that later batch emails for that customer went to their own address (opens in new tab), and they couldn't find their address on the customer's profile to remove it. Before you next email that customer, alone or in a batch, open the invoice and confirm the email address on it is theirs.

To confirm the status, open the customer, select the invoice on the Transaction List tab and look for the Sent date in the panel that opens.

If you'd rather leave the email alone, keep a dated record on the customer instead. In Customers & leads, open the customer, go to the Notes tab, select + Add note and post something like "Invoice 1042 mailed October 14." Date-stamped notes (opens in new tab) show only on the customer's profile, not on invoices. A note doesn't change the invoice's status, so Sent filters won't reflect it.

Statements, past-due notices and other cases#

Monthly statements#

Statements go out the same way, one customer per file. In QuickBooks Online, select + Create, then Statement. Choose the statement type (Balance Forward, Open Item or Transaction Statement), set the statement date and the customer balance status, and select Apply. Tick one customer, select Print or Preview, then the download icon. Repeat for each customer, and mail each statement as its own letter.

One reminder to many customers#

If you're sending the same past-due reminder to many customers, rather than itemized invoices, a mail merge fits better than one PDF per customer. Postmarkr's Bulk Send fills each customer's name, balance and due date from a spreadsheet into one notice. It can't attach each customer's own invoice, so itemized invoices still go one PDF at a time. How templates and mail merge work covers the setup.

Long invoices#

When you mail through Postmarkr, a long invoice or a statement with many pages can be too thick to fold into a standard #10 envelope. It then travels flat in a Large envelope, which costs more: Postmarkr's Envelope option shows it as required, and the charge appears in your total before you pay. Setting Sides to Double-sided uses fewer sheets and can keep it in the standard envelope.

Getting paid by check#

When Postmarkr mails the invoice, no return envelope goes in with it. Print your remit-to address and a pay-online link on the invoice itself. A remittance slip at the bottom of your invoice prints as part of the page, and customers who pay by check use their own envelope.

Customers outside the US#

Postmarkr mails to U.S. addresses only. For a customer abroad, email the invoice or mail it yourself.

The email never arrived#

If you're mailing because a QuickBooks email never arrived, find out why QuickBooks invoices go to spam too, so next month's email lands.

Next month's run is the same in whichever tool you bill from: print the invoices or save one PDF per invoice, mail them, and mark each one sent.