With QuickFile you can easily send letters to your clients and suppliers using our integrated letter writing tools. Your letters will be fully branded and can be further customised to include contact information, page footers, attachments, and even a digital signature.
You can email a letter as a PDF, print it, or have QuickFile print and post it for you.
Prefer to watch?
Prefer a video walkthrough? Watch our How to Send Letters in QuickFile | Step-by-Step Guide tutorial on the QuickFile Help Guides YouTube channel.
Before you start
- A client or supplier saved in QuickFile.
- To post letters through QuickFile, enough QuickFile credit on your account and a UK delivery address.
How do I create a letter?
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Go to Sales > View clients (or Purchases > View suppliers) and open the record you want to write to.
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Click Create new.., then choose Letter.
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Check the Recipient and Address. For a client, they are filled in for you.
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Enter a Letter Name. This is the name you will see in your list of letters.
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Check the Date.
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Enter a Reference, or leave it blank. A reference shows at the top of the letter after RE:.
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Write your message in the main box.
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Click Save Letter, or click Preview & Send to save and go straight to the preview.
Tip: QuickFile adds the recipient’s name above the address for you, so don’t type it again in the Address box.
After you click Save Letter, QuickFile shows Your letter has been saved! with a link to preview and send the letter.
How do I add a signature?
The letter ends with Kind Regards and your name. You can add a drawn signature as well.
- Click Create Signature above the signature box.
- Draw your signature in the box. Click Clear to start again.
- Click Save My Signature.
Warning: Saving a signature overwrites any signature already saved for that user.
If you would rather sign a printed letter by hand, click I prefer to sign the old fashioned way.
How do I attach an invoice or estimate?
If you are sending a letter to a client, you can attach invoices and estimates saved on the account.
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In the letter, click Attach invoices/estimates.
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Choose the invoice from the drop-down list and click Attach Item.
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To remove it, click Remove under Attach invoices/estimates. Click View to check the invoice.
The attachment shows as a link above the letter in the preview.
How do I preview and print a letter?
Once you have finished drafting your letter you can preview the final version and open a PDF ready to print or save.
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Click Preview & Send in the letter, or click View next to the letter in your list of letters.
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Click Print to open the letter as a PDF in a new browser tab.
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Click Modify Letter if you need to change anything.
How do I send a letter?
Click Send on the preview page and choose one of three options.
Send it by email
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Click Send Letter by Email.
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Check Send to. It is filled in with the client’s contact email. To send to more than one person, separate the addresses with a semicolon. You can use up to 6.
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Check the Subject and Message. The letter is attached as a PDF. Click You can modify this template here to change the wording of the message.
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Click Send.
Have QuickFile print and post it
QuickFile works in partnership with UK Mail to let you have your letters and invoices printed and dispatched at the click of a button. A small charge is made for this and it is taken from your prepaid QuickFile credit. According to the Snail mail credit article, posted items are dispatched on weekdays at 3:00 pm.
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Click Send Letter by Snail Mail.
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Check the Delivery Address, the Delivery Cost and your Available Quick File Credit.
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Click Send.
Important: Snail mail is currently only available for addresses in the UK.
Record that you sent it yourself
If you sent the letter another way, click Flag letter as sent. This only updates your records to show the letter as dispatched. To undo it, click Send, then Return letter to draft status.
Where do I find my letters?
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Go to Account Settings > Tools > Letters.
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Your letters are listed with their Created date, Letter Name and Recipient. Click View to open a letter.
Click Options beside a letter to choose Copy, Modify or Delete. Copy makes a new letter called Copy of followed by the original name and opens it for editing.
You can also click Create on this page to start a letter that isn’t linked to a client or supplier page.
How do I change the look of my letters?
You can customise your letters further in the letter settings. Here you can change the font style and size and add extra contact information below the address and in the page footer.
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Go to Account Settings > Tools > Letters and click Settings.
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Choose a Font Style and Font Size. Add a phone number or email address in the contact information box under your company name and address.
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Add any text for the bottom of each page in the footer box. This shows on the PDF copy of your letter.
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Change Text above signature or add Text below signature if you want. The sender’s name is added for you.
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Tick Hide your address if you print on your own letterhead.
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Click Save Settings.
Please note: The new settings are applied to your letters, including ones you have already saved, when you next preview them.
Troubleshooting
I see a message that the letter send limit has been reached
QuickFile limits how many letters you can email in a day to prevent spam. Staff have said the limit was 3 per day and that support can raise it. In the meantime, click Print to open the PDF and send it yourself. See Letter send limit reached in the community.
Can I see when my client opens a letter?
No. Letters are sent as a PDF attachment, so QuickFile can show when the letter was created and sent, but not when it was opened.
Can I send the same letter to lots of clients at once?
No. Letters are designed for basic use and there is no mail merge. Click Options > Copy beside the letter in your list, then change the recipient and address and send it.
Snail mail isn’t available for my letter
Snail mail is only available for addresses in the UK. Click Print or Send Letter by Email instead.
Related topics
New to documents in QuickFile? Start with The Document Management Area, then see these related articles and answers.
- The Document Management Area: Store scanned receipts, letters and other business documents in folders.
- Snail mail credit: See how the free credit, dispatch times and top-ups work for printed and posted items.
- Automated overdue invoice reminders: Send reminders to clients automatically when an invoice goes past its due date.
- Letter send limit reached (community discussion): A staff answer about the daily limit on emailed letters.