I have set up a Workflow for recurring monthly statements in QBO. How can I set up the Workflow to only send statements to customers with an open balance?

Welcome back to the QuickBooks Community, BethFL. I'll be sharing further details on how Workflows works in QuickBooks Online. Let me also ensure you can achieve your goal by performing the alternative steps below.

Utilizing workflows in QBO helps you automate common tasks in QuickBooks like sending payment reminders to customers. Also, the details below are some common uses for workflows for customers:

• Automatically send unsent invoices: Send your customers invoices that haven't been sent yet.
• Payment received: Automatically email customers to let them know you received their payment.
• Payment due reminder: Automatically email customers to let them know their invoice payment is due soon.
• Overdue invoice memo: Automatically update an invoice message with an overdue or customized stamp.

With the information mentioned above, setting up the Workflow to only send statements to customers with an open balance is currently unavailable.

However, you can create and send customer statements manually in QuickBooks. This shows the outstanding balances or invoices that will soon be overdue.

Here's how:

1. Go to the Customers and leads menu on the left panel.
2. Choose Customers.
3. Select the customer you want to make statements for. 
4. Choose the New Transaction dropdown and select Statement.
5. Review the customer’s email address, then click Save and close.

Then, you can open this article if you need steps on how to make multiple statements for your customers: Create and send customer statements in QuickBooks Online.

Lastly, refer to this article on how to view the status of all sales transactions such as open and paid invoices in QBO: View sales transactions in QuickBooks Online.

Please comment down below if you have further concerns about sending customer statements in QuickBooks Online. We're available 24/7. Stay safe, BethFL.

I know haw to send statements to my customers in QBO. I have been doing the manual method for two years. Once again Quickbooks has provided an ?improvement that should have made my work easier that does not fulfill the promises. The automation aspect was the one I hoped would take this item of of my monthly to do list.

Do not understand why when you send statements manually and choose balance forward you have the option to only include customers with an open balance but with Workflow you can choose balance forward but are not given the option to choose only customers with an open balance. I will now go back to the way I have been sending statements before. What a fail of a promising improvement.

We recognize the relevance and convenience when managing Workflows to complete QuickBooks tasks, BethFL.

Currently, the ability to only send statements to customers with open balances is unavailable when setting up Workflows in QuickBooks Online. We can consider taking into account the information shared by my colleague, ChristieAnn, above to manually send customer statements.

Thus, we recommend sending this relevant feature request to our product engineers. They're always open to suggestions to help improve customer experience and may consider having this option in future product enhancements.

Here's how to submit feedback:

1. Go to the Gear icon and select Feedback.
2. Enter your product suggestions or feedback.
3. Then, click Next to submit feedback.

Furthermore, I've included this reference to help you review and manage your business finances: Run reports in QuickBooks Online.

We appreciate your understanding as we work towards improving our products, BethFL. We'll keep this thread available if you have additional queries about managing workflow. Feel free to leave them in the comments below. Keep safe!

Hi @BethFL ,

I can see how the current limitations with QuickBooks Workflows fall short of what you need for sending statements only to customers with an open balance. Fortunately, Paidnice offers an automated solution that can streamline your statement-sending process with the flexibility you’re looking for. Here’s how Paidnice can handle this:

• Automated Statements for Open Balances: Set up statements to automatically go out only to customers with outstanding balances, ensuring that you’re not sending unnecessary communications.

• Customizable Scheduling Options: Choose the exact day or frequency (e.g., monthly on the 1st or 15th) to send statements, allowing you to align with your preferred schedule.

• Configurable Balance Thresholds: Specify balance criteria, such as sending statements only if the customer’s overdue balance exceeds a set amount or is a certain number of days overdue. This feature provides targeted follow-ups.

• Self-Service Portal for Customers: Statements can include links to a self-service portal where customers can view their invoices, download documents, and make payments—streamlining the payment process and reducing back-and-forth.

• Automated Reminders and Escalations: Beyond statements, Paidnice also automates reminders and escalations for overdue accounts, providing multi-channel reminders (email, SMS) and phone call escalations as needed.

• Detailed Reporting and Tracking: Track sent statements and customer engagement with real-time analytics, giving you visibility into who has viewed or opened their statements.

Paidnice integrates smoothly with QuickBooks, so you can replace manual workarounds and ensure that your statements reach only the customers who need them. This setup improves efficiency and keeps your communication relevant to the customer’s account status.