Would it be possible to leverage the AR aged category in QB to determine the aging status changes (> 60 days),and if so, automatic reminder sent to an owner-Internal user

Hi there, deepak-kumar.

It would be great to leverage the AR aged category in QuickBooks Online. However, the capability of doing this thing is unavailable.

 It'll not automatically send the reminder once there's beyond 60 days due. For now, we can do it manually. To guide you further, you can follow these steps:

1. Let's go to Sales on the left panel.
2.  Click the All Sales tab.
3.  Put a checkmark beside the invoice you want to send.
4.  Click the drop-down arrow next to Batch actions.
5. Click Send reminders.

Here's the sample screenshot:

If you are using QuickBooks Online Advanced, I’d recommend exploring these articles. You might get interested using the workflow feature. We’ll be learning more things on how to manage set it up in QuickBooks through these links:

• Use workflows in QuickBooks Online Advanced to send reminders.
• Manage workflows in QuickBooks Online Advanced.

Comment below if you have more something to ask with this. I'm right here to provide you the information you need. Take care!

Thanks for your message.

I was going through some articles and found that there is a functionality "Use workflows in QuickBooks Online Advanced to send reminders". Can we setup our below logic in QB advance version?

• Status Change Alerts – would it be possible to leverage the AR aged category in QB to determine the aging status changes (i.e. > 60 days), and if so, have an automatic reminder sent to an owner to alert them of a change in status?  For example …
1. if the invoice is > 60 days, then alert the owner  to send out a 1st reminder
2. if the invoice is > 90 days, then alert the owner to send out a 2nd reminder
3. if the invoice is > 120 days, then alert the owner to send out a 3rd reminder
4. if the invoice is >150 days, then alert the owner to send out a legal notification

The owners in this case would be internal users and not customer.

• Auto Reminder – would it be possible to automate the 1st reminder (status is changed to > 60days) so that a reminder notification is issued automatically without human intervention?

Please suggest.

Thanks for the reply. While I was going through few articles online, I found that "Use workflows in QuickBooks Online Advanced to send reminders". If this can be implemented, can you please suggest if below situation can be handled using workflows:

• Status Change Alerts – would it be possible to leverage the AR aged category in QB to determine the aging status changes (i.e. > 60 days), and if so, have an automatic reminder sent to an owner to alert them of a change in status? For example …
a. if the invoice is > 60 days, then alert the owner to send out a 1st reminder
b. if the invoice is > 90 days, then alert the owner to send out a 2nd reminder
c. if the invoice is > 120 days, then alert the owner to send out a 3rd reminder
d. if the invoice is >150 days, then alert the owner to send out a legal notification
The owners in this case would be internal users and not customers.

• Auto Reminder – would it be possible to automate the 1st reminder (status is changed to > 60days) so that a reminder notification is issued automatically without human intervention?

Please suggest so that we can analyse this upgradation accordingly.

Yes, you're right, deepak-kumar. The QuickBooks Online Advanced version has the Workflows feature where you can send reminders to your customers and to the internal users of your account. Let me share further details about it.

You can select a built-in template of the workflow you want to create from the Workflows menu. The system can implement the conditions you've given above (e.g. if the invoice is > 60 days, then alert the owner to send out a 1st reminder). Then, automatically sends an alert or reminders. However, the Overdue invoice memo workflow will automatically send reminder to your customers and not to the internal users.

If you wish to explore the Workflow feature, you can use the QuickBooks Online Advanced test drive. This is a great way to dive in and experiment with features and options we offer.

With workflows, you'll have to set the conditions that tell QuickBooks when to send reminders. These conditions can be as simple or complex as you need. To learn more about workflow types for your customers and internal users, kindly refer to this article: QuickBooks Online Advanced Workflow feature.

Please let me know if you have other concerns. I'm just around to help.