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Chase overdue QuickBooks invoices

Finance & AccountingAgencies, Consulting & Professional Services

Emails customers a polite reminder with the invoice attached at 3, 14 and 30 days overdue, and sends you a morning summary of what's owed.

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Every weekday at 09:002 apps6 steps

Apps it connects

Authenticate each one once and the workflow is ready to run.

QuickBooks OnlineGmail

What it does

Each integration step this workflow runs, in order, what it is for, and the conditions and loops that decide when it runs.

  1. If signOffName is empty

    1. 1QuickBooks OnlineGet company infoReads your company's name to sign the reminders with, when you haven't set a sign-off of your own.

  2. Repeats while morePages is true

    1. 2QuickBooks OnlineList invoicesFinds every invoice QuickBooks shows as unpaid and past its due date, a page at a time, so none are missed.

  3. For each customer

    1. If sendTo is empty and customer.key is not empty

      1. 3QuickBooks OnlineGet customerLooks up the customer's email address when the invoice itself doesn't carry one.

    2. If writeEmail is true

      1. For each pdfInvoice

        1. 4QuickBooks OnlineGet invoice pdfSaves each invoice as the PDF your customer would get from QuickBooks, to attach to the reminder.

      2. If liveMode is true

        1. 5GmailSendSends each customer one reminder from your Gmail with their invoices attached, then sends you the morning summary.
  4. 6GmailSend

How it works

What happens on each run, in plain English.

Unpaid invoices slip past their due date, and chasing them by hand is awkward and easy to forget, so cash comes in late. Every weekday morning this reads the overdue invoices in QuickBooks and emails each customer a polite reminder from your Gmail, with the invoice PDF attached: a friendly note at 3 days overdue, a follow-up at 14 and a firmer one at 30. A customer with several overdue invoices gets one email covering them. You get one short summary that leads with the number that matters, such as 'Chased 4 invoices · $12,480.00 overdue across 9 invoices', then lists what went out and everything still owed.

Each invoice gets each reminder once. What was sent is recorded, so a rerun never repeats an email, and a reminder that falls on a weekend goes out on Monday. Until you switch sending on, every run is a preview: nothing reaches your customers, and you get each kind of reminder written out in full to check. An invoice with no email address in QuickBooks is listed for you rather than skipped, totals in different currencies are never added together, and if QuickBooks can't be read or a reminder can't be sent, the run says so and is marked failed instead of passing for a quiet morning.

You need QuickBooks Online and Gmail connected, and the email address the summary should go to. Switch on sending to customers once the preview looks right.

quickbooksgmailinvoicesoverduepayment remindersaccounts receivablecash flowdaily

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