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Intuit

How to customize and manage invoice payment reminders

Learn how to automatically send custom payment reminders for open invoices to your customers in QuickBooks Desktop 2020.

Automated payment reminders let your customers know when they have invoices they still need to pay you for.

Here's how to set up and customize your company's automatic email reminders. Once you're set-up, QuickBooks will let you know when you have payment reminders available to send. Then, you can review and approve them before they go out. Here’s how to set it up.

Note: This is for QuickBooks Desktop 2020. Here’s how to send payment reminders in QuickBooks Online and QuickBooks Online Advanced.

How to set up payment reminders

Here’s how to turn on automatic invoice payment reminders.

  1. Go to the Edit menu, then select Preferences.
  2. Select the Payments tab, then select Company Preferences.
  3. From Do you want to send payments reminders? select Yes.
  4. Set the time and frequency that you’d like to be reminded to review and approve reminders.
  5. Select OK.

Here's a video to help you.

How to schedule payment reminders

After you turn on payment reminders, you can create a schedule for when you email your customers. You can set up multiple payment schedules and messages for different mailing lists.

  1. Go to the Customers menu, then select Payment Reminders.
  2. Select Schedule Payment Reminders.
  3. To add a new payment reminder, select New schedule and give the reminder a name by selecting <New Schedule>.
  4.  Select the Select mailing list dropdown, then Add New.
  5. Add a name for the mailing list, then select Next.
  6. Select the customers you’d like to add to the list, then select Save.
  7. From the new list, select Add Reminder.
  8. From When do you want to send this reminder? choose how many days before or after the due date to send the reminder.
  9. Update the message to match your business. To add a new field to populate, select the Insert Field dropdown.
  10. When you’re done, select OK.

How to review and send payment reminders

While you’re working in QuickBooks, you’ll see a prompt to review and send your payment reminders. You can choose to:

  • Close: This closes the prompt and nothing is sent.
  • Send now: This sends the day’s scheduled reminders.
  • Review and send: This allows you to review and send reminders.

If you want to review your payment reminders later, here’s how to find them:

  1. Go to the Customers menu, then select Payment Reminders.
  2. Select Review & Send Payment Reminders.
  3. Select the payment reminders you want to review and send.
  4. Once you’ve reviewed them, select Send Now.

How to track payment reminders

There are two ways you can see the details of the payment reminders you’ve sent.

  1. Go to Customers, then select Customer Center.
  2. Select the customer, then select the Sent Email tab.

You can also find the details of the payment reminder on the invoice by selecting See History.

How to manage mailing lists

A mailing list is used to send automated payment reminders to a specific group of customers. This way you can choose which customers to include or exclude or set up different frequencies to review the customers' invoice.

To add a new mailing list:

  1. Go to the Customers menu, then select Payment Reminders.
  2. Select Manage Mailing List.
  3. Select New List.
  4. Add a name for the mailing list, then select Next.
  5. Select the customers you’d like to add to the list, then select Save.

To edit or delete a mailing list:

  1. Go to the Customers menu, then select Payment Reminders.
  2. Select Manage Mailing List.
  3. From the Action column, select Edit or Delete.

Note: You're not able to recover a mailing list once you delete it. If you delete a mailing list by mistake, you’ll need to recreate it.

How to turn off payment reminders

Payment reminders are on by default. If you don’t need to review payment reminders, you can turn them off.

  1. Go to Edit, then select Preferences.
  2. Select Payments.
  3. Select Company Preferences.
  4. Select No to turn off payment reminders.

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