Categories / Invoicing/
Invoice reminders in QuickBooks
Bookkeeper · days to get paid from 45 to 18
- Task
- stop late payments from draining cash flow
- Result
- DSO 45 → 18 days
- Tools
- QuickBooks Online (automatic reminders, AR Aging report)
- Stripe payment links on invoices
- Setup
- auto-reminders at 7, 14 and 30 days overdue → review the AR Aging report every Friday → require a 50% deposit from all new clients → put an online payment link (Stripe + QBO) on every invoice
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A ready-to-send prompt built from this card. Your AI will ask a few questions about your business, then give you a beginner setup plan.
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Help me set this up for my business: "Invoice reminders in QuickBooks".
Example business: small-business owner/bookkeeper who once had $18,000 in unpaid invoices (LinkedIn post). Task: stop late payments from draining cash flow.
Reported result: DSO 45 → 18 days
Tools: QuickBooks Online (automatic reminders, AR Aging report), Stripe payment links on invoices
Setup outline:
1. auto-reminders at 7, 14 and 30 days overdue → review the AR Aging report every Friday → require a 50%…
Starter prompt from the guide (use it as a base):
Rewrite these three QuickBooks invoice reminder emails so they sound like a real person at {{business}}.
Reminder 1 (7 days overdue): friendly. Reminder 2 (14 days): firmer, asks for a payment date. Reminder 3 (30 days): direct, asks for a call if there's a problem.
Keep QuickBooks variables like {{InvoiceNumber}} and {{CompanyName}}. Under 80 words each, no threats.
First, ask me up to 5 questions about my business and tools. Then give me a beginner step-by-step setup plan, plus copy-paste prompts/templates I can use. Plain English, and tell me if any step needs a tech helper.
via autopilotbusiness.ai/use-case/bookkeeper-quickbooks-reminders-at-71430-days-payment-links-50-deposit/Step-by-step setup guide + copy-paste prompt
Honest note: all rule-based. There's no generative AI. You can use a chat assistant to improve the wording of the three reminders (prompt below).
Prerequisites
- QuickBooks Online. Invoices must be emailed from QuickBooks, because reminders only go out for invoices sent that way.
Step-by-step setup
Step 1. Turn on automatic reminders. Settings ⚙ → Account and settings → Sales tab → in Reminders select Edit ✎ → switch on Automatic invoice reminders.
Step 2. Set 7, 14 and 30 days. Turn on Reminder 1 and choose 7 days after the due date. Add Reminder 2 (14 days after) and Reminder 3 (30 days after). Reminders can go up to 90 days before or after the due date.
Step 3. Write each reminder. Edit the Subject (keep the word "reminder"), tick Use email greeting and write the Email message with variables such as invoice number and company name. Save, then Done.
Step 4. Put a payment link on every invoice. Turn on online payments in QuickBooks so each emailed invoice has a pay-now link. The author pairs QuickBooks with Stripe. Menu names for payments vary by plan and region, so follow QuickBooks' payments setup help for your account.
Step 5. Review aging every Friday. Run the Accounts Receivable Aging report from the Reports page and phone anyone 30+ days.
Step 6. Take a 50% deposit. For new clients, put the deposit in the estimate or contract, then invoice the rest on completion.
Copy-paste prompt
Rewrite these three QuickBooks invoice reminder emails so they sound like a real person at {{business}}.
Reminder 1 (7 days overdue): friendly. Reminder 2 (14 days): firmer, asks for a payment date. Reminder 3 (30 days): direct, asks for a call if there's a problem.
Keep QuickBooks variables like {{InvoiceNumber}} and {{CompanyName}}. Under 80 words each, no threats.Sources
- LinkedIn post by a bookkeeper: $18,000 unpaid, DSO 45 → 18. Credit: a bookkeeper, first-hand.
- QuickBooks: Send invoice reminders automatically or manually
Industries: AI automation for Accounting, Bookkeeping & Tax Firms
Results as reported by the source; not independently verified. Community-sourced from public sites and attributed to the source platform. Original author? Ask us to correct or remove it. Read the disclaimer.