Chase Overdue Invoices

I want to send a reminder to customers listing only the invoices that are more than 30 days overdue. How do I do that?

An Open Item statement can list only what is past due by more than a number of days you choose. Your usual statement template works, or you can make a reminder letter of its own.

What you need

• A statement template. To make it read like a reminder instead of a statement, see A reminder letter below.

Steps for one customer

1. Click Connections in the sidebar, click your QuickBooks connection, and choose Statements.
2. Under Statement settings, set Type to Open Item.
3. In Only items past due, enter 30. The statement lists invoices 31 days and older.
4. Pick your template.
5. Click Preview on the customer's row to check it, then Generate.

Steps for every customer

Sending reminders to everyone at once needs the Advanced plan.

1. Set up the statement settings as above.
2. Tick Only those with a QuickBooks balance and click Search.
3. Under Don't create statements, choose with nothing on them. Customers with nothing more than 30 days overdue are skipped.
4. Select the customers and click Generate together.

To send reminders every month without doing this by hand, click Schedule instead. Your settings carry over to a scheduled run.

A reminder letter

These placeholders are made for reminders:

A reminder might open with: The following invoices are more than ${PAST_DUE_DAYS} days past due, a total of ${PAST_DUE_AMOUNT}.

Then add a table row with ${LINE_NUMBER}, ${LINE_DATE}, ${LINE_DUE_DATE}, ${LINE_DAYS_OVERDUE} and ${LINE_OPEN_AMOUNT}. The row repeats for each overdue invoice.

Good to know

• Credits and unapplied payments are always listed, so a reminder never asks a customer for more than they owe.
• Only items past due works on Open Item statements only.

Related

• Batch Generation — Customer statements
• Scheduled Runs
• Placeholders