Managing cash flow depends heavily on getting paid on time. Late payments can disrupt your operations, consume valuable time, and create unnecessary stress. Fortunately, QuickBooks makes it easy to stay on top of unpaid invoices by allowing you to send invoice reminders automatically or manually. Whether you use QuickBooks Online or QuickBooks Desktop, you can streamline your accounts receivable process with smart, customizable payment reminders.
In this comprehensive guide, you’ll learn how to set up automatic invoice reminders, send reminders manually, track which customers received them, and troubleshoot common issues when reminders are not sending.
Why Invoice Reminders Matter for Your Business?
Invoice reminders are more than just follow-ups-they are a proven way to improve payment timelines while maintaining positive customer relationships. Instead of chasing clients individually, QuickBooks automates the process and ensures consistent, professional communication.
Key benefits of using invoice reminders include:
- Faster customer payments
- Improved cash flow
- Reduced administrative workload
- Fewer awkward payment conversations
- Consistent branding and messaging
With the right setup, invoice reminders work quietly in the background while you focus on growing your business.
How to Set Up Automatic Invoice Reminders in QuickBooks Online?
QuickBooks Online allows you to schedule automatic invoice reminders that send emails before or after an invoice due date. This feature ensures customers never forget a payment without you needing to track dates manually.
- Go to Settings by clicking the gear icon.
- Select Account and settings.
- Open the Sales tab.
- Scroll to the Reminders section and click Edit.
- Turn on Automatic invoice reminders.
- Enable Reminder 1 using the toggle switch.
- Choose how many days before or after the due date the reminder should be sent.
- You can schedule reminders up to 90 days before or after the due date.
- Add a second or third reminder if needed for follow-ups.
Once enabled, QuickBooks checks invoice due dates multiple times a day and sends reminders automatically when criteria are met.
Customize Your Invoice Reminder Email Templates
Personalized reminders feel more professional and are more likely to prompt action. QuickBooks lets you edit each reminder email to align with your brand voice.
- Subject Line: Keep the word “reminder” for clarity and higher open rates.
- Email Greeting: Add a personalized greeting using customer details.
- Email Message: Replace the default text with your own message or refine it to match your tone.
After editing, click Save, then Done. These templates will be used for all future reminders.
Pro Tip: You can include PDF copies of invoices in reminders. Go to the Sales tab in Account and Settings, select Online delivery, check PDF Attached, and save.
Important Rules for Automatic Invoice Reminders
To avoid confusion, keep these key points in mind:
- You cannot exclude specific customers from automatic reminders.
- Reminders are sent as long as the Customer Email field is filled out.
- The invoice does not need to be originally sent by email for reminders to work.
- The invoice due date triggers the reminder schedule.
Ensuring accurate customer email addresses is critical for successful delivery.
How to See Which Customers Received Invoice Reminders?
Tracking reminders helps you stay informed and follow up when needed.
- In QuickBooks Online, invoices marked as reminded will show “(Reminded)” in the Status column.
- In QuickBooks Sole Trader, go to Get Paid, then select Invoices to view reminder status.
This visibility helps you prioritize collection efforts without guessing.
How to Send Invoice Reminders Manually in QuickBooks Online?
Sometimes you may want more control over timing or messaging. QuickBooks Online allows you to send invoice reminders manually in just a few clicks.
- Locate the invoice you want to follow up on.
- Open the Receive payment dropdown.
- Select Send reminder.
- Customize your message if needed.
- Click Send.
Manual reminders are ideal for special situations, VIP clients, or one-off follow-ups.
How to Enable Automated Payment Reminders in QuickBooks Desktop?
QuickBooks Desktop offers advanced payment reminder features for invoices and statements. These reminders notify you when messages are ready to send, giving you full control before delivery.
- Open the Edit menu and select Preferences.
- Choose the Payments tab.
- Select Company Preferences.
- Set Do you want to send payment reminders? to Yes.
- Define how often you want to review and approve reminders.
- Click OK, then Finish.
Once activated, QuickBooks alerts you when reminders or statements are ready.
Automating Statements with Payment Reminders
Statements are helpful for customers with multiple outstanding invoices. You can automate statement delivery using payment reminders.
- Go to the Customers menu and select Payment Reminders.
- Click Schedule Payment Reminders.
- Select New Schedule, choose Statement, and name it.
- Create a customer group using criteria such as balance, location, or customer type.
- Review and confirm customers.
- Customize the reminder message and statement details.
- Select your email and statement templates.
- Save the schedule.
You can create multiple schedules for different customer groups.
Scheduling Payment Reminders for Invoices in QuickBooks Desktop
Payment reminders can also be scheduled for overdue invoices.
- Go to Customers > Payment Reminders.
- Select Schedule Payment Reminders.
- Click New Schedule and name it.
- Create or select a customer group.
- Choose how many days before or after the due date the reminder should be sent.
- Customize the message and insert dynamic fields if needed.
- Click OK to save.
This automation ensures consistent follow-ups without manual effort.
How to Review, Send, and Track Payment Reminders?
QuickBooks prompts you to review scheduled reminders. You can:
- Close: Do nothing
- Send Now: Send immediately
- Review and Send: Review content before sending
You can also review reminders later by going to Customers > Payment Reminders > Review & Send Payment Reminders.
To track sent reminders:
- Open Customer Center, select a customer, and view the Sent Email tab.
- Open an invoice and click See History to view reminder details.
Troubleshooting: Automatic Invoice Reminders Not Sending
If reminders are not going out, check the following:
- Automatic reminders are turned on
- Customer email address is filled in
- Invoice has a due date
- Reminder schedule is correctly configured
- Email delivery settings allow attachments if PDFs are enabled
Addressing these issues usually resolves delivery problems quickly.
Final Thoughts
Invoice reminders in QuickBooks Online and Desktop are powerful tools that help you get paid faster while maintaining professional communication. By combining automation with customization, you can reduce late payments, save time, and improve customer relationships.
Whether you prefer automatic reminders, manual follow-ups, or advanced scheduling in QuickBooks Desktop, setting up invoice reminders is a smart move for any business focused on efficiency and cash flow.
Frequently Asked Questions
You can use automatic invoice reminders in QuickBooks Online by enabling them in your account settings. Once turned on, QuickBooks automatically emails your customers before or after an invoice due date.
To use automatic invoice reminders:
1. Go to Settings (gear icon) and select Account and settings
2. Click the Sales tab
3. In the Reminders section, select Edit
4. Turn on Automatic invoice reminders
5. Choose when reminders should be sent (before or after the due date)
6. Customize the email message if needed
After setup, QuickBooks monitors invoice due dates and sends reminders automatically, helping you get paid faster without manual follow-ups.
To turn off automatic invoice reminders in QuickBooks Online, follow these steps:
1. Click the Settings (gear icon)
2. Select Account and settings
3. Open the Sales tab
4. Go to the Reminders section and click Edit
5. Toggle Automatic invoice reminders to Off
6. Click Save, then Done
Once disabled, QuickBooks will stop sending reminder emails for all invoices.
The QuickBooks Reminders List is a feature that helps you track invoice and payment reminders that are scheduled, pending, or already sent. It allows you to review reminders before sending them and ensures nothing is missed.
Depending on your version of QuickBooks, you can use the Reminders List to:
1. View scheduled invoice or statement reminders
2. Review reminder emails before sending
3. Send reminders immediately or delay them
4. Track reminder history for customers
This feature is especially useful in QuickBooks Desktop, where reminders require review and approval before being sent.
Automatic invoice reminders may not send in QuickBooks for several common reasons:
1. Automatic reminders are turned off in settings
2. The customer’s email address is missing or incorrect
3. The invoice does not have a due date
4. Reminder timing is not properly configured
5. Email delivery settings are disabled or restricted
6. The invoice was marked as paid or voided
To fix the issue, review your reminder settings, confirm customer email details, and ensure invoices meet the reminder criteria.
Yes, automated reminder emails are sent automatically in QuickBooks Online once the feature is enabled. QuickBooks checks invoice due dates several times a day and sends reminder emails when invoices meet your selected conditions.
You can confirm reminders were sent by:
1. Checking the Status column on invoices (shows “Reminded”)
2. Viewing the invoice history
3. Reviewing customer email activity
If reminders are not being sent as expected, reviewing your reminder and email settings usually resolves the issue.
