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Level 2

Send an auto reminder email on due date for unpaid invoices

I would like to have a reminder sent to a client for unpaid invoices X days prior to the due date and on the due date with a copy to my email address. How do I do this in QBO? Thanks.

20 Comments
Highlighted
Moderator

Send an auto reminder email on due date for unpaid invoices

I've got just what you need to achieve this task in QBO, zs2.

 

QuickBooks Online lets you set up routines so you don't have to do the tasks again and again. In your case, you'll save a good amount of time trying to send your clients a reminder of their due invoices.

 

To do this, you'll have to activate the Routines feature in the QuickBooks Labs first.

 

Here's how:

  1. Click the Gear icon.
  2. Under Your Company, select QuickBooks Labs.
  3. Scroll down to the Routines for QuickBooks section, and then swipe the button to the right to turn it on.

Then, you can now start creating reminders and automating tasks on the Routines page.

 

Here's how:

  1. Click the Gear icon in the upper right-hand corner of your Dashboard.
  2. Under Tools, select Manage Routines.
  3. Select the template that you want to use. For example, you can choose the Remind yourself or customers about their past due invoices template.
  4. Click the Try It Out button, and then edit the routine template.
  5. Click Save and close.
  6. Go to the Your routines section to find the routines you've set up, and then enable them.
  7. Click the three-dot icon below the Action column, and then select Enable.

We'd love to hear your thoughts about this new addition in QBO. If you wish to have a new template, just follow these steps to submit a request:

  1. From the Manage Routines page, click the Requests and Feedback link in the upper right-hand corner.
  2. Enter your suggestions, and then click Next.
  3. On the next page, click the Skip and send message button.

I'd be happy to help you out if you need more assistance. Just leave a reply and I'll get right back to you.

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Level 4

Send an auto reminder email on due date for unpaid invoices

Dear @zs2 

 

  The Flowless app you might want to use with your QuickBooks, which will allow you to not only set due date invoice reminders by email or sms which are highly customized, but also to track account balances and notify you, track under or over payments and keep you updated and many more.

It is just really convenient for keeping an eye on your books.

 

Polina

Highlighted
Level 2

Send an auto reminder email on due date for unpaid invoices

 
Highlighted
Level 1

Send an auto reminder email on due date for unpaid invoices

Yes, we need this on Desktop

Highlighted
Moderator

Send an auto reminder email on due date for unpaid invoices

Hello there, Lizden.

 

Thanks for joining this thread. I'm here to share some information about automatically sending reminder for unpaid invoices in QuickBooks Desktop.

 

Currently, the option to automatically send reminders is only available in QuickBooks Online (QBO). While there isn't an option to automatically send email reminders, you can take advantage of the Reminders feature in QuickBooks Desktop. This will helps keep track of the overdue transactions so you can manually send it.

 

Here's how:

  1. From the Edit menu, choose Preferences.
  2. Select Reminders in the left navigation menu.
  3. Go to the Company Preferences tab.
  4. Select the Show List radio button for the appropriate transactions.
  5. Click OK.

 

For now, you can regularly check  the newest features of QuickBooks Desktop by following the steps below:

  1. Go to Help.
  2. Click New Features.
  3. Choose either New Feature Tour or What's New.

What's New.PNG

Keep me posted and don't hesitate to get back to me if there's anything else I can hep you with. 

Highlighted
Level 1

Send an auto reminder email on due date for unpaid invoices

I've tried using this in QBO, and it is NOT WORKING (no emails have been received).

 

Has anyone else encountered this?

Highlighted
Moderator

Send an auto reminder email on due date for unpaid invoices

 

Hello FredR12,

 

Thank you for dropping by here in the Community. I'd be glad to assist you with getting email reminders in QuickBooks Online.

 

Let's review the routines within your account and ensure that the status shows as Enabled to be notified via email.

 

Here's how:

 

  1. Click the Gear icon in the upper-right corner.
  2. Below Tools, select Manage Routines.
  3. Below Your routines, ensure it shows Enabled below the Status column.

Please check out this sample screenshot:

 

 

If you continue to encounter an issue after reviewing the setup, I recommend contacting our Support Specialists this time. They'll be able to examine further what's causing the problem to persist and perform escalations whenever needed.

 

You can reach them through these steps:

 

  1. Log into your QuickBooks account.
  2. Click the Help option in the upper-right corner.
  3. Click the Contact us hyperlink.

In case you want to make changes to routines, you can refer to the support article below for future reference:

 

How to automate tasks with Routines.

 

I'm always available for any additional assistance you may need with getting email reminders. Reach out to me by posting your response down below.

Highlighted
Level 1

Send an auto reminder email on due date for unpaid invoices

I use Quickbooks Online Advanced. I do not have the option for ROUTINES in my tools list.  What am I missing?

Highlighted
QuickBooks Team

Send an auto reminder email on due date for unpaid invoices

 

Good morning, @Dustless.

 

Happy to have you aboard with us here in Community.

 

On January 9th, 2020, the routines beta have graduated into a new feature called Workflows. Workflows help automate tasks in QuickBooks, like sending reminders for payments that are due or reminders for yourself or the team.

 

Here's how to create a workflow:

 

  1. Click the Gear icon, then select Manage Workflows.
  2. Choose Create workflow, then pick the template you'd like to use.
  3. Add a workflow name.
  4. Use the Conditions drop-downs and edit the condition.
  5. In the Actions drop-down edit the action.
  6. Then you'll edit the email reminder that's sent. If you'd like to add more fields to populate in the message, type # and choose the fields, like vendor, name, due date, or amount.
  7. Select Save and Enable to launch the workflow.

Check out how to automate tasks with routines for more details about the feature being upgraded to workflows.

 

For more details about workflows, check out: Manage workflows in QuickBooks Online Advanced.

 

If you have further questions or concerns, feel free to reply back to this thread. I'll be happy to assist you in any way that I can. Take care and have a great weekend!

 

Highlighted
Level 1

Send an auto reminder email on due date for unpaid invoices

I have QB enterprise. Where can I find the function "routines"?

Highlighted
QuickBooks Team

Send an auto reminder email on due date for unpaid invoices

Hello, @Challenged1858.

 

The Routine feature is currently available in QuickBooks Online Advanced. However, you can set up the automated payment Reminders feature in QuickBooks Desktop. This enables you to keep track of your customers' open invoices.

 

Here's how to turn on automatic invoice payment reminders:

  1. Click on Edit at the top menu bar.
  2. Select on Preferences.
  3. Choose Company Preferences.
  4. From there you can select your desired option.
  5. Click OK.

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Once completed, you can now create a schedule for when you email your customers. You can refer to this article for more detailed steps: How to schedule payment reminders.

 

Also, you can set up memorized transactions in QuickBooks Desktop. This allows the system to automatically enter your memorized transactions to save time. You can visit this article for the step-by-step instructions: Create, edit, or delete memorized transactions.

 

Swing by here if you have other questions about managing your income and expense transactions in QuickBooks. I'm always here to help.

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Level 1

Send an auto reminder email on due date for unpaid invoices

Hello, I use Quickbooks Online (Quickbooks Essentials subscription).  Like many in this thread, I am trying to set up automatic payment reminders for past due invoices.  I have now spoken to Quickbooks support three separate times and cannot seem to get any help in making this function for me. I am now turning to this community.  

 

FYI - I was told my issue was escalated to the Engineering Department who is "the highest department which is a backend team. Now, they are expediting the process; thus, they are prioritizing for the permanent fix of your issue. One of them is now assigned and has just started working."

 

Despite this, no one from Quickbooks seems to be able to provide me with an update on how to fix the issue.  And there is no record of this issue being handled by the engineering team.

 

To confirm:

  • Account and Settings > Sales > Reminders "Auto Invoice Reminders" is turned "On"
  • The checkbox next to "Auto Invoice Reminders" is checked
  • I have three reminders set up to send reminders 2, 7, and 10 days after the due date for unpaid invoices.
  • I have a template filled out with the messaging I want to send

Despite all of this, reminders are still not being sent (I have conducted two separate tests over the past three weeks).

 

Is anyone else experiencing these issues?  Can someone please help me?!

 

Thank you!

Kevin

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QuickBooks Team

Send an auto reminder email on due date for unpaid invoices

Glad to have you here in the Community, @kbuzard.

 

I understand the need for you to send payment reminders for past due invoices to your customers. I've checked our system if there's an open investigation about this, but I haven't found any.

 

For now, recommend contacting our Customer Care Team, so they'll be able to check what may cause this issue. They have tools to securely pull your account and view your file.

 

  1. Go to the Help icon.
  2. Click Contact Us.
  3. Type unable to send invoice reminders in the dialogue box and then click Let's Talk.
  4. You can either select Messaging an agent or Get a call.

 

Due to COVID-19, we have limited staffing and have reduced our support hours. For us to ensure we address your concern on time, check out our support hours.

 

Also, here's an article that'll help you record the payments of the past due invoices: Record invoice payments in QuickBooks Online.

 

Please let me know how it goes. I'll keep an eye on your response. Take care!

Highlighted
Level 1

Send an auto reminder email on due date for unpaid invoices

Hi Charlene, 

 

Thank you for the quick reply.  I already did that (twice).  Today I messaged with support for 30 minutes, then was given a number to call and was on the phone with two different individuals from the Customer Care Team for more than an hour.  The last individual I spoke to sent me a link to this community discussion board as the "solution".  I hate having to have this conversation here, but honestly don't know what else to do right now. 

 

If I try to respond to QBOCareSupport emails I am told a case doesn't exist (which is because it was "Closed" when I was told the issue was escalated to the Engineering Team).  When I ask to speak with someone from the engineering team, I am told Customer Care Support does not have access to them. 

 

Any recommendations?

 

Thank you,

Kevin

 

  

Highlighted
QuickBooks Team

Send an auto reminder email on due date for unpaid invoices

Thanks for the update about this case, kbuzard,

 

I appreciate you contacting our Support Team to get the auto email reminder working in QuickBooks Online.

 

Let's start over by deleting those reminders you've set up, then create a new one. Those old reminders could be damaged, and that's why they aren't sending emails.

 

The following steps will guide you through:

  1. Go to Settings ⚙ and select Account and Settings.
  2. Select the Sales tab.
  3. Go to the Reminders section and select Edit ✏️.
  4. Select the Auto invoice reminder checkbox.
  5. Set your first reminder. Select either Before or After from the drop-down.
    autoreminder.PNG
  6. Select how many days before or after the due date you want to send reminders.
  7. Select Create reminder to create second and third reminders as needed.

Next, craft your message:

  1. Edit the email subject line as needed. Tip: We recommend you keep "reminder" in the subject.
  2. Select the Use greeting checkbox to personalize your greeting. Select a greeting from the drop-downs.
  3. Clear the message text and craft your own. Or you can use the default message.
  4. If you want to get a confirmation when reminders go out, select the Email me a copy checkbox.
  5. When you're done, select Save and then Done.

QuickBooks checks the due dates on your invoices a few times a day. If any meet your criteria, it automatically sends reminders. You can't exclude specific customers.

 

QuickBooks uses this as a template for all invoice reminders. When you create an invoice, the due date on the form starts the clock. Make sure you include an email address in the Customer email field on invoices.

 

To see who got a reminder, go to the Sales menu. QuickBooks adds "(Reminded)" to invoices in the Status column after it sends a reminder.

 

You can also send them manually whenever you need:

  1. Select the Sales menu, then Invoices.
  2. Find the invoice you'd like to send a reminder for.
  3. From the Receive Payment drop-down, select Send reminder.
  4. Customize your message and select Send.

Also, I suggest telling your customers to add the Intuit email to their contact list or address books. If not, emails coming from us automatically gets rejected. You can refer to this article for more details: Unable to receive Intuit email.

 

Don't hesitate to come back and tell me how this goes by commenting below. Just tag my name and I'm always right here to help.

Highlighted
Level 1

Send an auto reminder email on due date for unpaid invoices

Hi MaryLandT,

 

I've followed each of these steps and the reminder emails are still not sending.  What's next?

 

Thank you,

Kevin

 

Highlighted
Level 1

Send an auto reminder email on due date for unpaid invoices

Hi MaryLandT,

 

I followed each of the steps and the reminder emails are still not sending.  I receive the initial invoice, but nothing thereafter.  What is the next step to try and resolve this?

 

Thank you,

Kevin

 

Highlighted
QuickBooks Team

Send an auto reminder email on due date for unpaid invoices

I can see the challenge you've had in this feature, Kevin. I'd like to add a few points, going back to the conditions of the feature.

 

You said on your original post that you've created reminders for the past-due invoices. I'm quite confused if they are already past due invoices or not because the feature will only apply to new or future invoices. So, if your intention was to automatically send reminders to for those invoices, this wouldn't apply. However, you also said that you received reminders from the initial and none from the following transactions. Could you please enlighten us a little bit about this part?

 

On the other hand, it would be best if you'll just send reminders for the past-due invoices for now. Then, let's wait for our Support team on Monday, so we can get to the bottom of this issue. But, you can always reach us back here.

Highlighted
Level 1

Send an auto reminder email on due date for unpaid invoices

Thanks, JessT.  Sorry for any confusion.  I am not expecting reminders for any historical invoices.  All the issues surround invoices I created AFTER following all the steps to set up the automatic reminder functionality.

 

Now that it is Monday, I am happy to work with the support team, however, as mentioned previously I have already spoken with support multiple times, and most recently was told to reference this Community Discussion for the solution to my issues.  After each conversation with support and this community and I have created new "Test Invoices" to see if the issue is fixed, and it is still not working.  

 

I confirm that when I manually select "Send Reminder" on the Invoices Tab under "Actions" that the reminder is sent and received.  The automation is still broken though.

 

Please let me know what you think the next steps are.

 

Thanks,

Kevin

 

Highlighted
QuickBooks Team

Send an auto reminder email on due date for unpaid invoices

Hello there, @kbuzard.

 

 

I appreciate you for contacting our phone support agent to get this sorted out and performing the steps that my colleagues provided.

 

I suggest reaching out to our customer care support again. I know you've contacted them before, but an agent has tools that can help you check your account in a safe environment. This way, they can set a further investigation.

 

Here’s how:

 

  1. Click Help inside QuickBooks Online. 
  2. Select Contact Us.
  3. Enter "Unable to downgrade" on the description page, then click Let's talk
  4. Select either Start messaging or Get a callback

 

You can also check out this article for more information about our support hours: Support hours and types.

 

We're just around to lend a hand. Get back to us if you have other concerns. 

 

 

 

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