---
name: automated-invoice-reminders
description: "Send Automated Invoice Payment Reminders. Use when AR team manually checks which invoices are overdue and sends canned reminder emails. Pure busywork."
---

# Send Automated Invoice Payment Reminders

AR team manually checks which invoices are overdue and sends canned reminder emails. Pure busywork.

## When to use this skill

- The user wants to set up or run this workflow: "Send Automated Invoice Payment Reminders".
- The user describes this problem: AR team manually checks which invoices are overdue and sends canned reminder emails. Pure busywork.

## At a glance

- Category: Finance/FP&A
- Difficulty: Beginner
- Time saved: 4 hours per week. This figure is an estimate, not a measured result.

## Tools

Options separated by "or" are alternatives; use whichever the user already has.

- QuickBooks
- Zapier
- Gmail

## 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

Field names, thresholds, and message text are starting points to adapt.

~~~text
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}}"
~~~

## Guardrails

- Work only in the user's own accounts and workspaces, with their credentials.
- Confirm with the user before any step that writes to a CRM, sends email or messages, spends credits, or moves money.
- Treat every hours, cost, and threshold figure as a starting assumption and replace it with the user's numbers.
- Do not invent data, prices, or results. If a vendor price matters, check the vendor's current pricing page.

## Source

https://gtmplaybooks.io/playbooks/automated-invoice-reminders/