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Casey-G
June 12, 2024
Question

Late Payment Alerts

  • June 12, 2024
  • 1 reply
  • 0 views

Is there a way to set up a reminder or alert that pops up in QB when an open invoice with a customer becomes past due? 

 

I see that in "accounts receivable" you can view all your open invoices and see their due dates but I am looking for something that will alert me once an invoice is past due. We often have many invoices open at a time with varying payment terms and we will not realize that one is past it's due date and needs to be checked on.

1 reply

S
SashaMC
June 12, 2024

Hello Casey-G,

 

Thank you for connecting with the QuickBooks Community here! I will be delighted to share some information. With your approval, you can set a reminder or alert and even notify those customers when their invoices become past due. Here's how to set up those alerts:

 

  1. Go to the Edit menu, then select Preferences.
  2. Select the Payments tab, then select Company Preferences.
  3. From Do you want to send payment reminders? Select Yes.
  4. Set the time and frequency that you’d like to be reminded to review and approve reminders.
  5. Select OK, then select Finish.

 

However, if you would like this to be automotive, it is possible! Simply follow the steps below:

  1. Go to the Customers menu, then select Payment Reminders.
  2. Select Schedule Payment Reminders.
  3. To add a new payment reminder, select New schedule and give the reminder a name by selecting <New Schedule>.
  4.  Select the Select customer group dropdown, then Add New.
  5. Add a name for the mailing list, then select Next.
  6. Select the customers you want to add to the list, then select Save.
  7. From the new list, select Add Reminder.
  8. From When do you want to send this reminder? Choose how many days before or after the due date to send the reminder.
  9. Update the message to match your business. To add a new field to populate, select the Insert Field dropdown.
  10. When you’re done, select OK.

 

While you’re working in QuickBooks, you’ll see a prompt to review and send your statements or invoices at the time. You can choose to:

  • Close: This closes the prompt and nothing is sent.
  • Send now: This sends the day’s scheduled reminders.
  • Review and send: This allows you to review and send reminders.

 

Let me know if you have any other questions or concerns! We will be around to help. See you see soon. 

C
Casey-GAuthor
June 12, 2024

Thank you very much for all that information. Unfortunately when I went to set that alert up, I saw that all of those steps were already set up in our QuickBooks. 

 

Currently, upon login to QB the only alerts that pop up are reminders to key in the reoccurring payments/bills we have in our memorized transactions list on the day they are due, I have never seen a reminder/alert upon login saying "Invoice X with customer Y is now overdue." or anything along those lines. That is what I am looking for. I hope this helps clarify my question!

M
MelroseV
June 12, 2024

Thank you for the prompt response, @Casey-G. I recognize the importance of the pop-up reminder when you have an overdue invoice.

 

In QuickBooks Desktop, reminders help you remember when invoices are overdue, making it easier to keep track of payments and manage your finances effectively. Let me guide you on how to do it.

 

Here's how:

 

  1. Go to Edit, then select Preferences.
  2. At the left navigation panel, click Reminders.
  3. In My Preferences, tick the Show Reminders List when opening a Company file.
  4. Select Company Preferences.
  5. Tick the Show Summary beside Overdue Invoices.
  6. Enter the days you want to remind you, then click OK.

 

Once you've completed these steps, a pop-up reminder will appear when you open your company file.

 

Moreover, I've added this helpful resource you can use as a guide when recording your customer's payments: Take and process payments in QuickBooks Desktop.

 

If you have any other concerns regarding the reminder about your invoice due date, please don't hesitate to leave a reply below. I'm always here in the Community to assist you and help you fix your issue. Have a good one.

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