How to Send Automatic Invoice Reminders in QBO

Everyone loves to get paid but no one likes having to chase clients to pay up. This is where a simple one-time setup in QBO to allow for automatic invoice reminders will be a real time save.

First, you need to turn on the automatic invoice reminder feature (steps 1-4) as noted below. Steps 5-7 is where you can customize the number of reminders and the timing for each reminder.

1. Go to Settings and select Account and settings.
2. Select the Sales tab.
3. In the Reminders section, select Edit (pencil icon).
4. Turn on.
5. Select the dropdown for Reminder 1, and turn on the toggle switch.
6. From the drawdown 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 or third reminders as needed.

If you want a PDF copy of the invoice attached with the email reminder, follow these additional steps:

1. Go to Settings and select Account and settings.
2. Select the Sales tab.
3. In the Online delivery section, select Edit (pencil icon).
4. Select the PDF Attached checkbox and save.

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

1. In the Subject line field, edit the subject line as needed. Tip: Keep “reminder” in the subject line. 
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.
4. When you’re done, select Save and then Done.

Once you turn on automatic reminders, it will go out to all clients that meet the criteria per your original settings. The reminder will be sent to invoices where the Customer Email field is filled out, even if the original invoice was not emailed. Therefore, for automatic invoice reminders to work properly, it is important that the Customer Email field is completed and that the due date is complete and accurate. 

Watch the video below for a walkthrough on how to setup automatic invoice reminders.