Send Automated Invoice Payment Reminders
The problem
AR team manually checks which invoices are overdue and sends canned reminder emails. Pure busywork.
Implementation steps
- 1
Connect QuickBooks to Zapier
- 2
Set up daily trigger to search for overdue invoices
- 3
Use Zapier Formatter to calculate days overdue
- 4
Send escalating email reminders (Day 7: gentle, Day 14: urgent, Day 30: final notice)
- 5
Log reminder sent date back to QuickBooks memo field
Template outline
The structure to recreate in your own workspace. Field names and thresholds are starting points.
Zapier Workflow:
1. Schedule: Daily at 10 AM
2. QuickBooks: Search invoices where Due Date < Today AND Balance > 0
3. Formatter: Calculate days overdue
4. Paths:
- 1-10 days: Send reminder email (tone: polite)
- 11-20 days: Send urgent email (CC accounting)
- 21+ days: Send final notice (CC finance director)
5. QuickBooks: Update invoice memo "Reminder sent {{date}}"Keep going
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