Elevate Your Invoicing with Automated Payment Reminders in QuickBooks Online

Keeping up with unpaid invoices can be one of the more frustrating aspects of running a business. Late payments can disrupt cash flow, and following up can feel like a time-consuming hassle. Fortunately, QuickBooks Online offers an easy solution—automated payment reminders.

By setting up scheduled reminders, you can ensure a consistent follow-up process, reduce manual work, and improve the likelihood of getting paid on time—all while maintaining positive client relationships. Here’s how to get started.

How to Set Up Automated Payment Reminders

Setting up reminders in QuickBooks Online is simple. The key is to determine the right timing and tone for your messages. Here’s how:

Navigate to Settings: Click the gear icon in the upper right corner of QuickBooks Online.

Access Sales Settings: Select Account and Settings, then go to the Sales tab.

Enable Reminders: Scroll to the Reminders section and turn on Automate invoice reminders.

Customize Your Reminders: QuickBooks Online allows you to set up to three reminders at different intervals.

Choose when each reminder is sent (before, on, or after the due date).

Select how recipients are addressed (by full name, first name, or company name).

Personalize the subject line and message for each reminder.

Crafting Effective Reminder Emails

QuickBooks Online provides a default message for reminders, but customizing them can make them more effective. Keep these tips in mind:

First Reminder: If sending before or on the due date, keep it friendly. The client may have overlooked the invoice.

Second Reminder: If the invoice is past due, be firm but professional. Reinforce the importance of timely payments.

Final Reminder: If significantly overdue, use clear and direct language. Offer a payment link to make settling the invoice easy.

You’ll notice placeholders like [Invoice No.] and [Company Name] in the template. These will automatically pull data from your QuickBooks Online records, making the process seamless.

Manually Sending a Payment Reminder

If you ever need to send a one-time reminder, QuickBooks Online makes it easy:

Go to Sales > Invoices.

Find the invoice and click the down arrow under Action.

Select Send Reminder.

Tracking Outstanding Invoices

Beyond reminders, QuickBooks Online offers multiple ways to monitor unpaid invoices:

Dashboard View: Scroll down to the Income box on your home screen to check open and overdue invoices.

All Sales Page: Under Sales > All Sales, you can view a breakdown of pending revenue.

Reports: Utilize reports like Accounts Receivable Aging Detail and Open Invoices to stay on top of outstanding payments.

Improve Your Cash Flow in 2025

As you step into the new year, implementing better invoicing habits can set you up for financial success. Automated reminders are a simple yet powerful tool to streamline collections and reduce the stress of unpaid invoices.