Send invoice reminders automatically or manually in QuickBooks Online

Learn how to automatically or manually send reminders to customers when your invoices are, or soon to be, overdue.

There's an easy way to gently remind customers about invoice due dates. In QuickBooks Online, you can set up automatic reminders that go out a few days before or after the due date. No need to track the dates yourself or worry about sending too many reminders. And, you can personalize the email message so it matches your business.

Note: Customers with multiple unpaid invoices can now select and pay them all at once. Only invoices that have been sent and are currently due will appear in the Checkout Portal

If you want to send an invoice reminder to a customer manually, we'll show you how to do that too.

Note: If you have QuickBooks Online Advanced, you can use workflows to create invoice reminders.

Set up automatic invoice reminders

1. Go to Settings and select Account and settings.
2. Select the Sales tab.
3. In the Reminders section, select Edit ✎.
4. Turn on Automatic invoice reminders.
5. Select the dropdown for Reminder 1, and turn on the toggle switch.
6. From the dropdown fields, select days, and before or after to tell QuickBooks when to send the reminder. Note: You can schedule and send email reminders up to 90 days before or after the invoice due date.
7. You can create second and third reminders as needed.

 
Now that you’ve turned on reminders, you can edit your reminder message. You can customize the email template of each reminder to match the date settings you chose.

1. In the Subject line field, edit the subject line as needed. Tip: We recommend you keep "reminder" in the subject.
2. Select the Use email greeting checkbox to personalize your greeting. Select a greeting from the dropdown fields.
3. In the Email message field, clear the message text and craft your own. Or you can use the default message. Tip: You can use variables such as Invoice Number and Company Name to highlight the important invoice information in your reminder messages.
4. Select Save, then Done.

 
QuickBooks reviews your invoice due dates. If an invoice matches your reminder settings and hasn’t been paid, QuickBooks sends a reminder to the customer—only for invoices you’ve already emailed.

Reminder templates you've set will be used as a standard template for all invoice reminders. Any changes you make to the reminder rules will apply to future reminders.

Send invoice reminders manually

Instead of automatic reminders, you can also send them manually.

1. Go to All apps , then Sales & Get Paid, then Invoices (Take me there).
2. Find the invoice you'd like to send a reminder for.
3. From the Receive payment dropdown, select Send reminder.
4. Customize your message and select Send.