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Create Automated Payment Reminders for Customers in QuickBooks Desktop & Online

QuickBooks enables its users to form a payment reminder for their respective customers. With such reminders, users can send recurring […]


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QuickBooks enables its users to form a payment reminder for their respective customers. With such reminders, users can send recurring reminders for the payment very conveniently to the particular customers and remind them about their due payment. Not to mention, automatic payment reminders enables users to get their amount on time.

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Once you set the payment reminders, QuickBooks empowers you to learn what statements or invoices are required to be sent. After that, you will be able to analyze, confirm, and send the reminders. If you wish to learn more about how to set up payment reminders in QuickBooks Desktop and QuickBooks Online, keep reading this article.

Let’s learn how to create automated payment reminders for statements and invoices for QuickBooks Online and QuickBooks Desktop.

How to Create Automated Payment Reminders for QuickBooks Online?

A QuickBooks users can send reminders to customers when their invoices are due or the payment date is near. There is an effortless way to remind the customers easily about the due date of their invoice.

In QuickBooks Online, It is possible to set automatic reminders that are sent on or before the due date. You are not required to monitor the dates manually or need to be concerned about several reminders. Add to it, you can personalize the email messages as per the requirement of your business.

How to Set up Payment Reminders?

Here are the steps to set up payment reminders in QuickBooks Online:

Step 1: Navigate to Settings. Now choose Account and Settings tab.

Step 2: Choose the Sales tab.

Step 3: In the Reminders section, choose Edit.

Step 4: Turn on the option, Automatic Invoice Reminders.

Step 5: Choose the drop-down for option Reminder 1. Now turn on the particular toggle switch.

Step 6: From the particular drop-down fields, choose Days, and Before or After to notify QuickBooks when it should send the reminder.

Note: It is possible to schedule and then send the email reminders for nearly 90 days before the invoice or after the invoice due date.

Step 7: Now you can create second and third reminders as required

Now when the reminders are tuned on, It is possible to edit the reminder message. Also, you can customize the email template of every reminder in order to match the date setting you selected.

Step 1: In the particular filed for Subject Line, change the subject line as required. It is recommended to keep the particular reminder in the subject line.

Step 2: Choose the checkbox for Use Email Greeting. It will help to personalize your greeting. Choose a greeting from the given dropdowns.

Step 3: In the field for Email Message, delete the old message text. Now you create your own message. You can also use the default message.

Step 4: When you complete it, Press Save and click Done.

QuickBooks reviews the due date on your invoices several times in a day. If any particular criteria is met, the reminder is sent automatically. It is not possible to exclude particular customers. Additionally, QuickBooks send reminders for particular invoices where the specific Customer Email field is filled out even when the invoice was not Primarily Sent via Email to the customer.

QuickBooks uses this like a template for all the invoice reminders. When you prepare an invoice, the due date on the given form begins the clock. Ensure that you have added the email address in the given Customer Email field on the invoices.

Check Who Received the Reminder

If you wish to check which customer received the reminders then you need to navigate to the Sales Menu. QuickBooks includes Reminded to invoices in the particular Status column after a reminder is sent.

Manually Send Invoice Reminders

Rather than automatic reminders, It is possible to send the reminders manually with the help of the steps provided below:

Step 1: Choose the Sales menu. Now click Invoices.

Step 2: Locate the invoice you wish to send the reminder for.

Step 3: From the drop-down for Receive Payment, Choose Send Reminder.

Step 4: Customize the message and choose Send.

How to Create Automated Payment Reminders for QuickBooks Desktop?

In QuickBooks Desktop, It is possible to use payment reminders in order to schedule statements for the customers or make them know that there are certain invoices for which they need to pay up.

After the payment reminders have been set up, QuickBooks will inform you when the invoices or statements are available to send. After that, you can review the invoices and approve them prior to going out.

How to Set up Payment Reminders?

Here are the steps to set up payment reminders in QuickBooks Desktop:

Step 1: Navigate to the Edit menu. Now choose Preferences.

Step 2: Choose the Payments tab. Now choose Company Preferences tab.

Step 3: In the option Do you Want to Send Payment Reminders? Choose Yes.

Step 4: Fix the Time and Frequency that you wish to be reminded to evaluate and authorize reminders.

Step 5: Choose OK. Now Click Finish.

How to Automate Statements with the help of Payment Reminders?

Once the payment reminder is turned on, it is possible to prepare a schedule for the time when you want to email the customer statements. You can create several statement schedules and messages for other mailing lists.

Here are the steps to Automate Statements with the help of Payment Reminders:

Step 1: Navigate to the Customers menu. Now choose Payment Reminders.

Step 2: Choose Schedule Payment Reminders.

Step 3: In order to include a new statement schedule, Choose New schedule. Now choose Statement and provide the reminder a name by choosing <New Schedule>.

Step 4: From the Group dropdown for Select Customer, click Add New.

Step 5: Include a Name along with a Description for the particular customer group. Now choose Next.

Step 6: Click the Field, Operator along with the Value. It will help you state a criteria for preparing this customer group. For instance, it can be the location, customer type, open balance amount, etc. Now click Next.

Step 7: Analyze the customers you wish to include in the group. Now click Finish.

Step 8: In the New List, Click Add reminder.

Step 9: Customize your particular reminder with the statement period or date in case the statement is overdue, along with the invoice details.

Step 10: Choose the Email Design Templates and statement and click OK.

How to Schedule Payment Reminders for Invoices?

With the help of payment reminders, It is possible to prepare a reminder which automates sending relevant invoices to your particular customers.

Here are the steps to Schedule Payment Reminders for Invoices in QuickBooks Desktop:

Step 1: Navigate to the Customers menu. Now choose Payment Reminders.

Step 2: Choose Schedule Payment Reminders.

Step 3: In order to add a new payment reminder, Choose New schedule. Now provide the reminder a name by choosing <New Schedule>.

Step 4: Choose the particular Select Customer Group dropdown. Now click Add New.

Step 5: Include a name for the particular mailing list. Now click Next.

Step 6: Choose the customers you want to include in the list. Now click Save.

Step 7: In the new list, Click Add Reminder.

Step 8: In the option When do You Want to Send this Reminder? Select the number of days before or after the particular due date in order to send the reminder.

Step 9: Update the message in order to match with your business. To include a new field, Choose the Insert Field dropdown.

Step 10: When it is complete, Press OK.

How to Evaluate and Send Reminders?

When you are using QuickBooks, You will witness a prompt that will ask you to review and send to your particular invoices or statements. You will have the option to:

Close: It closes the notification and nothing is sent.

Review and send: It enables you to examine and then send reminders

Send Now: It sends the schedule reminders of the day

In case you wish to review the payments later on, this is how you will locate them:

Step 1: Navigate to the Customers menu. Now click Payment Reminders.

Step 2: Choose Review and Send Payment Reminders.

Step 3: Choose the Payment Reminders you wish to review and then send.

Step 4: After they have been reviewed, click Send Now.

How to Track Payment Reminders?

There are two possible ways to view the details of the payment reminders that have been sent by you. Her are the steps:

Step 1: Navigate to the Customer menu. Now click Customer Center.

Step 2: Choose the Customer. Now click the tab, Sent Email.

You can also locate the details of the payment reminder on the particular invoice by choosing See History.

When you send the payment reminders to your particular customers, It assists them to clear the invoice on time. The benefit of setting recurring reminders is that you do not need to send the reminders manually. All you need to do is set the reminder with a customized message and allow QuickBooks notify the customer on the particular date.

In today’s article, We have discussed about how to set up payment reminders in QuickBooks Desktop and Online for invoices and statements. Still, if you have any question or trouble performing the steps, you can contact our Dancing Numbers team via LIVE CHAT.

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Frequently Asked Questions (Faqs)

What is the Benefit of Automated Email Messages and Reminders?

Automated text messages and email reminders help you not to miss out important events and keeps you on track. Also, It enables you to send feedback or thank you or any other message automatically when the due date is near.

How Frequently QuickBooks Send Reminders?

QuickBooks is set to send reminders to customers when any invoice is 5 days or 15 days past the due date.

Features of Dancing Numbers for QuickBooks Desktop

Imports

Imports

Exports

Exports

Deletes

Deletes

Customization

Customization

Supported Entities/Lists

Dancing Numbers supports all QuickBooks entities that are mentioned below:-

Customer Transactions

Invoice
Receive Payment
Estimate
Credit Memo/Return Receipt
Sales Receipt
Sales Order
Statement Charge

Vendor Transactions

Bill
Bill Payment
Purchase Order
Item Receipt
Vendor Credit

Banking Transactions

Check
Journal Entry
Deposit
Transfer Funds
Bank Statement
Credit Card Statement
Credit Card Charge
Credit Card Credit

Employee Transaction / List

Time Tracking
Employee Payroll
Wage Items

Others

Inventory Adjustment
Inventory Transfer
Vehicle Mileage

Technical Details

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Frequently Asked Questions

 
How and What all can I Export in Dancing Numbers?

You need to click "Start" to Export data From QuickBooks Desktop using Dancing Numbers, and In the export process, you need to select the type you want to export, like lists, transactions, etc. After that, apply the filters, select the fields, and then do the export.

You can export a Chart of Accounts, Customers, Items, and all the available transactions from QuickBooks Desktop.


How can I Import in Dancing Numbers?

To use the service, you have to open both the software QuickBooks and Dancing Numbers on your system. To import the data, you have to update the Dancing Numbers file and then map the fields and import it.


How can I Delete in Dancing Numbers?

In the Delete process, select the file, lists, or transactions you want to delete, then apply the filters on the file and then click on the Delete option.


How can I import Credit Card charges into QuickBooks Desktop?

First of all, Click the Import (Start) available on the Home Screen. For selecting the file, click on "select your file," Alternatively, you can also click "Browse file" to browse and choose the desired file. You can also click on the "View sample file" to go to the Dancing Numbers sample file. Then, set up the mapping of the file column related to QuickBooks fields. To review your file data on the preview screen, just click on "next," which shows your file data.


Which file types are supported by Dancing Numbers?

XLS, XLXS, etc., are supported file formats by Dancing Numbers.


What is the pricing range of the Dancing Numbers subscription Plan?

Dancing Numbers offers four varieties of plans. The most popular one is the basic plan and the Accountant basic, the Accountant pro, and Accountant Premium.


How can I contact the customer service of Dancing Numbers if any issue arises after purchasing?

We provide you support through different channels (Email/Chat/Phone) for your issues, doubts, and queries. We are always available to resolve your issues related to Sales, Technical Queries/Issues, and ON boarding questions in real-time. You can even get the benefits of anytime availability of Premium support for all your issues.


How can I Import Price Level List into QuickBooks Desktop through Dancing Numbers?

First, click the import button on the Home Screen. Then click "Select your file" from your system. Next, set up the mapping of the file column related to the QuickBooks field. Dancing Numbers template file does this automatically; you just need to download the Dancing Number Template file.

To review your file data on the preview screen, just click on "next," which shows your file data.


What are some of the features of Dancing Numbers to be used for QuickBooks Desktop?

Dancing Numbers is SaaS-based software that is easy to integrate with any QuickBooks account. With the help of this software, you can import, export, as well as erase lists and transactions from the Company files. Also, you can simplify and automate the process using Dancing Numbers which will help in saving time and increasing efficiency and productivity. Just fill in the data in the relevant fields and apply the appropriate features and it’s done.

Furthermore, using Dancing Numbers saves a lot of your time and money which you can otherwise invest in the growth and expansion of your business. It is free from any human errors, works automatically, and has a brilliant user-friendly interface and a lot more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


Is it possible to use the Direct Connect option to sync bank transactions and other such details between Bank of America and QuickBooks?

Yes, absolutely. You can use the Direct Connect Option by enrolling for the Direct Connect service which will allow you access to the small business online banking option at bankofamerica.com. This feature allows you to share bills, payments, information, and much more.


Why should do you change the Employee status instead of deleting them on QuickBooks?

If you are unable to see the option to terminate an employee on your list of active employees on the company payroll, this mostly implies that they have some history. Thus, if you change the employee status instead of deleting it on QuickBooks, the profile and pay records remain in your accounting database without any data loss in your tax payments.


What are the various kinds of accounts you could access in QuickBooks?

QuickBooks allows you to access almost all types of accounts, including but not limited to savings account, checking account, credit card accounts, and money market accounts.

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