How to Automate Payment Follow-Ups in QuickBooks Payments and Stop Chasing Invoices

You open QuickBooks Payments to see which invoices have been paid and find several still sitting past due. Now you are checking due dates, writing reminders, and deciding which customers need another message.

QuickBooks Payments can handle much of that work for you. 

This guide walks you through how to automate invoice reminders, customize the messages customers receive, and use its more advanced tools, so you can spend less time chasing payments and more time running your business.

How QuickBooks Payments Supports Payment Follow-Ups

QuickBooks Payments gives you several ways to keep unpaid invoices from slipping through the cracks.

You can schedule up to three automatic reminders before or after an invoice is due, customize what each message says, and let QuickBooks Payments send them consistently for invoices it originally emailed.

Businesses using QuickBooks Online Advanced can also create workflows that respond to specific conditions, such as the customer, invoice status, or amount. 

Eligible users can take this further with Payments AI, which uses payment history to suggest reminder schedules, draft editable messages, and recommend other ways to encourage timely payment.

Together, these features reduce the time spent checking due dates and writing the same reminders repeatedly, while still giving you control over what customers receive. 

Here is how to set up and manage your payment follow-ups in QuickBooks Payments.

How to Automate Payment Follow-Ups in QuickBooks Payments

Here’s how to make sure your account is ready and set up the reminder tools available on your plan. Once enabled, QuickBooks Payments can follow up on unpaid invoices without relying on you to remember each one.

Prerequisites and Setup Requirements

Before changing your reminder settings, make sure you have the following in place:

• A QuickBooks Online plan that includes automatic invoice reminders
• Invoices emailed through QuickBooks Payments, since automatic reminders only apply to invoices QuickBooks Payments has already sent
• A QuickBooks Online Advanced subscription if you want to create custom reminder workflows
• For Payments AI, an eligible US account on Essentials, Plus, Advanced, or Intuit Enterprise Suite, along with permission to create or edit invoices

Steps

Once everything is ready, use the steps below to automate your payment follow-ups.

Step 1. Turn On Automatic Invoice Reminders

Go to Settings ⚙ → Account and settings → Sales → Reminders, then select Edit. 

Turn on automatic invoice reminders.

Step 2. Set Your Reminder Schedule

Configure up to three reminders, each scheduled a specific number of days before or after the due date. 

For example, you could send one shortly before the due date and additional reminders after the invoice becomes overdue.

Step 3. Customize Each Reminder Message

Edit the subject line, greeting, and message so the email sounds like it came from your business. 

You can also use available variables, such as the invoice number and company name, to add relevant details automatically.

Step 4. Email Invoices Through QuickBooks Payments

Automatic reminders only work for invoices QuickBooks Payments has already emailed. If you create an invoice in QuickBooks Payments but deliver it another way, the reminders will not be sent.

Step 5. Send a Manual Reminder When Needed

Go to All apps → Sales & Get Paid → Invoices and find the overdue invoice. 

Open the Receive payment dropdown, select Send reminder, customize the message, and select Send.

Step 6. Create a Custom Workflow If You Use Advanced

QuickBooks Online Advanced lets you build reminder workflows based on conditions such as the customer, invoice status, or amount. 

You can have QuickBooks Payments email the customer, assign the invoice to a team member, or send an internal notification when those conditions are met.

Step 7. Review Payments AI Suggestions If They Are Available

US customers on Essentials, Plus, Advanced, or Intuit Enterprise Suite who have permission to create or edit invoices can access the Payments AI panel by creating or opening an invoice or selecting the Intuit AI icon. 

It can use payment history to suggest a reminder schedule, draft editable messages, and recommend a customizable late-fee policy.

Step 8. Check Which Invoices Still Need Attention

Review your invoice list and reminder activity regularly to identify customers who may need a direct follow-up after the automated reminders have been sent.

Signs Your Automated Payment Follow-Ups Are Working in QuickBooks Payments

By the time you finish the steps above, QuickBooks Payments should be handling your routine payment reminders in the background.

Instead of opening your invoice list to work out who needs another email, you can review what QuickBooks Payments has already sent and step in only when a customer needs personal attention.

That should mean fewer overdue invoices slipping through while you spend less of your day chasing payments. 

QuickBooks Payments also reports that customers using Payments AI reminders get paid faster on average, though that is Intuit’s own benchmark rather than an independently verified result. 

The practical payoff is simpler: your follow-up process keeps moving even when your attention is elsewhere.

Common Mistakes to Avoid and Tips to Follow

Once your reminders are running, the next step is making sure they help without creating new friction. Keep these mistakes and tips in mind as you manage the process.

Scheduling Reminders Too Close Together

Give customers enough time to see and act on each message. Sending several reminders within a short period can feel excessive without improving the chances of payment.

Using the Same Tone for Every Stage

Keep early reminders friendly and helpful, then become more direct as the invoice remains overdue. A customer who is one day late should not receive the same message as someone who has ignored the invoice for several weeks.

Overlooking the Customer’s Contact and Payment Details

Confirm that the email address is correct and that the invoice clearly shows how to pay. Automation cannot help if the reminder goes to an inactive inbox or leaves the customer unsure about the next step.

Applying an AI-Suggested Late Fee Without Reviewing It

Make sure your late fee policy is clearly disclosed to customers and permitted in your jurisdiction before accepting the recommendation.

Letting Automation Handle Situations That Need a Conversation

A disputed invoice or agreed payment arrangement requires personal attention. Review these cases before relying on another scheduled reminder.

Final Thoughts

With your reminders in place, you can spend less time chasing invoices and give unpaid balances the attention they need. 

If you want to build on that setup, explore our payment tools to see how online invoices and recurring payments can simplify the rest of your collection process.

You can also take a closer look at Payments AI and how it supports more consistent payment follow-ups. When you are ready to move forward, compare our plans and pricing to find the features that fit your business. 

If you need help choosing, contact their team, or visit their small business resource center for more practical guidance.

Good luck with your setup, and I hope it gives you one less thing to chase each week.

FAQs

How many automatic invoice reminders can I set up?

You can configure up to three reminders, each scheduled up to 90 days before or after the invoice due date.

Do reminders work for invoices I did not send through QuickBooks Payments?

No. Automatic reminders only apply to invoices QuickBooks Payments has already emailed.

What is QuickBooks Payments AI?

Payments AI uses payment history to suggest reminder schedules, draft editable messages, and recommend payment strategies. It is available to eligible US users on Essentials, Plus, Advanced, and Intuit Enterprise Suite who can create or edit invoices.

Can I send reminders for several overdue invoices at once?

If Intuit Intelligence is available in your account, you can review flagged invoices, select several, and send their reminders together. Intuit’s standard manual process handles one invoice at a time.

Will automated reminders replace direct customer conversations?

Not entirely. Customers with significantly overdue or disputed invoices may still need a direct conversation.