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Invoice reminder template for Customer Service

hey it's nate from navigator bookkeeping here with a quickbooks how-to video we're going to focus on accounts receivable and invoicing because it's a really necessary piece for all of us business owners out there right if your ar is not moving quickly you're not getting paid you're not getting paid cash flow gets tight and we all know what happens when cash flow gets tight payroll gets hard to meet uh you're not able to pay yourself everything gets stressful so not something we want to get to so a great way to improve cash flow make it a little easier is to um yeah get faster on your ar collection and increase that so one way you can do that is by setting up some recurring reminders on invoices so i want to show you how to do that today as well as just a couple other things here on the invoice in screen so we're here in quickbooks how we got to this screen where we are right now is on the left navigation bar we're on get paid and pay and then we are on invoices so right now you can see all the invoices in here right now um all the ones set up in the sample company here and what we're going to do is we're going to turn on reoccurring reminders and basically what these will do is they will send a reminder to all of our clients who have an open invoice reminding them hey there's an invoice due please pay it it's a great way just to save you time because it's going to be happening automatically in the background but also bumping up in customers email inboxes reminding them that uh you do need that invoice paid now if you have a customer who's really not paying you after a long you know 15 30 60 days after the invoice is due you will likely have to reach out on top of this this is just a good reminder for maybe uh you know just kind of a forgetful customer who uh you know lost track of your invoice or something like that so how we're going to do this is we're going to go to the gear icon in the top right here and we're going to click on account and settings then we're going to go to sales on the left and then we're going to scroll down you can change a lot of things inside of here custom fields late fees there's a lot of good things in here that we can come back to but we're going to hit reminders here we're going to hit the pencil icon and here this will be off by default but you can turn this on automatic invoice reminders and then what you'll notice here is there's three reminders you can set up for kind of whatever amount of time you want so i'm going to change this to i want a reminder let's just do three days before the due date and then i want uh one on the due date one three days after the due date so this is going to send three email reminders automatically to every client so setup now what you can also do is you can also change the message that goes along with this which is really nice you can personalize this make it sound like it's actually coming from you and not just from quickbooks and kind of an automated message and it'll actually fill in even the name and everything for your client so we're going to press save on that so now we have automatic messages going out to our clients which is yeah very helpful now one thing too which is which is a nice tool that quickbooks has is it gives you a log of how the invoice has been viewed and if your customer has even looked at it this is really nice if someone is not paying your invoices you can check in on them and see how often they're looking at it things like that working with clients i've i've noticed a lot that people will look at invoices quite a few times before paying them um which is a good sign usually it means they're checking it out you know making sure the amount is correct but what it does tell you is if someone has not at all looked at an invoice it probably got lost in their email inbox or they're avoiding you but either way you need to resend that in some way so how you can look at that information is you can click on the invoice here and it'll give you the activity here when it was opened this is when i opened it when it was sent viewed so say how many times it's been viewed and then when it gets paid is all in there as well if we click edit the invoice we'll actually also see down here there's nothing on here right now because this is a sample invoice but down here on the bottom it'll actually give you a whole log of how many times it's been viewed and when so actually tell you exactly when the person has looked at the invoice um how many times i've looked at it all those things so that's a really nice just kind of piece of uh it's really nice information to have just when you're trying to figure out how to follow up with the customer and how intense maybe to be with that follow-up as well so those automatic reminders are a great way definitely recommend setting those up and then you know check out your ar every probably every week if you have quite a few invoices just to make sure there's no invoices kind of sneaking out of you and uh make sure that you're following up on those hope this has been helpful if you have any questions reach out happy to dive more into this invoicing feature