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 personalise the email message so it matches your business.

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 the edit icon ✎.
4. Turn on Automatic invoice reminders.
5. Select the ▼ dropdown for Reminder 1, and turn on Reminder 1.
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 customise the email template of each reminder to match the date settings you select.

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 personalise 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 No. and Company Name to highlight the important invoice information in your reminder messages.
4. Select Save, then close the window.

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 , select Sales & Get Paid, then select Invoices (Take me there).
2. Find the invoice you'd like to send a reminder for.
3. From the Action column ▼ dropdown, select Send reminder.
4. Customise your message, enter the required details if needed, then select Send.

Turn off automatic invoice reminders

You can turn off automatic invoice reminders in Settings where you set them up previously.

1. Go to Settings and select Account and settings.
2. Select the Sales tab.
3. In the Reminders section, select the edit icon ✎.
4. Turn off Automatic invoice reminders.
5. Select Save, then close the window.

Any customisation will remain if you decide to turn reminders back on in the future.