Automatic invoice reminders for QuickBooks: 30, 60 and 90 days

You can get automatic invoice reminders from QuickBooks data without retyping anything: export the A/R Aging Detail report, and a chaser sends the 30, 60 and 90-day past-due emails from it. QuickBooks also has reminder features of its own; this page explains where they stop and where an aging-driven sequence takes over.

Run your own export through the free check above to see each customer's reminder before anything is sent.

Does QuickBooks send automatic invoice reminders?

Yes, QuickBooks Online can email invoice reminders, and they are worth turning on for the first nudge. What it does not give you is a schedule driven by the aging report: reminders at 30, 60 and 90 days past due, one email per customer listing all their late invoices, and a log showing what was sent and what came of it. Check your QuickBooks plan and settings for what is available to you; features vary by version.

What does an aging-driven reminder schedule do?

Past-Due Invoice Chaser reads the export and works out each invoice's days past due from its due date. An invoice that is 30 days late is owed reminder 1; 60 days, reminder 2; 90 days, reminder 3. If you upload a report where an invoice is already 75 days late, it starts at the second reminder, never the polite first one.

Because the sequence is driven by the report, a customer with five late invoices gets one email listing all five, not five emails.

How do you set it up?

1. Export the A/R Aging Detail report from QuickBooks as CSV or Excel (how, step by step).
2. Upload it and confirm the column mapping once. It is remembered.
3. Paste a customer and email list, because the aging report has no email addresses.
4. Review the first batch and press Send.
5. Upload a fresh export whenever you like.

After the first batch, reminders go out on weekdays from 8:00 in your time zone, at most one email a day per customer.

How does it know an invoice was paid?

From your next upload or when you mark it paid. An invoice that is gone from the new file is logged as paid (per aging) and its reminders stop. A smaller balance is logged as a partial payment. It does not connect to QuickBooks, watch your bank or read replies, so the log is as fresh as your last upload.

What gets logged for each invoice?

A timeline of each reminder sent, a badge on any customer whose email bounced, plus your own marks: paid, a promised date (reminders pause until that date), disputed (reminders stop) and notes. Every Monday you also get a summary of the total past due and the change since last week, the balance by bucket, the top 10 customers, reminders sent, promised dates falling due, and the disputed and "needs a call" lists.

What happens after 90 days?

Reminders stop and the customer shows up in your Monday summary as needing a call. There are no phone calls from us and no late fees added. See the email wording for what the third reminder says, or compare this with other options in accounts receivable automation software.

How big a report can it take?

One report can hold up to 150 customers and 1,500 open invoices. That covers the owner-run wholesale, trades or service business this is built for; if you have more customers than that past due at once, filter the report before you export it. Files must be under 4 MB, as CSV or Excel. PDFs and old .xls files are rejected with a note on how to save the report in a usable format.

What if a customer says they already paid?

Mark the invoice paid, or upload a new aging report once QuickBooks shows it closed. Either stops its reminders. If the customer has promised a date, enter it: reminders for that invoice are suppressed until that date, and the promise shows up in your Monday summary when it falls due. If the customer disputes the invoice, mark it disputed and the reminders stop.

Who is this for?

Owners and office managers at US wholesale, trades and service businesses that invoice on terms and keep their books in QuickBooks: HVAC, plumbing, electrical, roofing, supply and distribution. If someone in your office reviews the aging every week, emails each late customer and writes down what happened, that is the job this replaces. It does not collect payments, send payment links, phone anyone or add late fees.

FAQ

Can QuickBooks automatically send overdue invoice reminders?

QuickBooks has its own reminder settings, which vary by plan. They are separate from the aging-driven 30, 60 and 90-day sequence described here.

Do customers have to opt in?

Every reminder has a one-click link that stops our emails to that address, honoured at once. You can also mark a customer "do not chase" or "call instead".

Will it send without my approval?

The first batch waits for you to review it and press Send.