Effortlessly Manage Your Overdue Invoice Reminders with Our Template for Security

Overdue invoice reminder template for Security

[Music] so who does not want to get paid quicker today I'm going to show you how to automate payment reminders for overdue invoices in QuickBooks now it's a great tool and it's really useful if you find it a bit daunting to chase people who you have a relationship with you know we don't want to upset our customers so to chase them for money sometimes can be a little bit daunting so firstly I'm gonna show you how you could do it manually so you can chase them individually to trace individual companies or chase them for specific invoices and then I'm gonna show you how you can automate all of that be completely hands-off and it happens behind the scenes you don't have to have anxiety before you press that send button so I'm gonna show you four manual methods and then the automation so the first way to do it if you come into the all sales screen and if you come along here you'll automatically see that there's status colors based on how old the invoices are you have asked and into your customers if you click on the overdue it will just show you a list of the overdue invoices now if you were to go to open invoices or any of the others you could still see the status here also when you send them to people and they viewed it you can see here whether they've opened it whether they viewed the invoice and so forth so sometimes you don't want to chase somebody if they haven't even seen the invoice or you might do because you know that they're probably deliberately and it happens not opening the invoices so they can claim they never got it or never saw it so anyway we're Garber's let me click on overdue so the first way to send an individual reminder is to choose a specific invoice so this one here one zero zero five four Freeman sporting goods if we go over here to the action station as I call it click the drop-down button and you'll see send reminder click that and up here you'll see let's go into the email you can add an email there if you want to and it will show you the subject text this is default so you don't have to change anything if you don't want to but if you wanted to change the message you can do in here and then all you do is you send that so that's to send them individually from the all sale screen the other way to do it is to click on you could do all of them click on a number of invoices now note they're from different companies and you can batch them so if you go up to the batch and put send reminders it automatically sends all those four that I clicked on now be careful with this one because we're using them individually you get the pop-up screen showing you the email being sent but when you batch them from various companies it automatically just sends them out so be aware of that it's a little bit of a trickier one to do if you don't you know I'm not sure if you might make a mistake or you send in error so that's number two the other way you can send is to choose it from the customer screen or not you can also do it from here everything I just showed you you can do from here just that with this one it just lists invoices it actually doesn't show you the status of the invoices where here you can see whether they're overdue and so on so if I go to the customers I can actually choose a customer so say Amy's overdue debts I think let me see how many invoices Amy has such as the one let's find somebody that's got a bit more so go better customers I think Freeman's had a few actually so if you do Freeman Sporting Goods I'm gonna choose that one and then we're gonna come over here and we're gonna send a reminder and here you see says you are sending reminders for three invoices to the original recipient so under Freeman sporting goods they've actually got three outstanding invoices now this may not be ideal if you chase them based on the age of an invoice but you never know when you might need this one if you're doing quite a few so again the pop-up comes up slightly different because it's telling you that you're sending multiple reminders for what reminders for multiple invoices and then again you just send and off it goes that's the third way you can manually send a reminder the fourth way is from within the actual customer record so if you open say we open Freeman Sporting Goods we're actually in the records you see here and so we'll come over to this one and we're gonna chase them for that cuz it's quite old so we click the drop-down box under the action station and then we find send reminder and your box pops up again and then you can send it so those are the four ways you can do it so to recap if you go under all sales click your overdue if that's what you're chasing you might chase them when they're open you some people chase it on the day it's due you know you can just you choose what your criteria is but if we go with the overdue here so and then you just choose it by an invoice so come over on the drop-down box sin reminder you can send them in batches so click a number of them come up here click the batch send reminder you can go over to the customer screen and then you can just click on a customer come over to the drop-down box sin reminder or you go into the customer choose the invoice over here on the drop-down box send reminder so who's got time for all of that we're busy people you can do this automatically in fact set it and forget it so how do we do that first things first we need to go over to the little gear icon in the top right hand corner click that choose account and settings come over to sales and if we scroll down you will see that there's an option now that says reminders is currently off so you ever can click that to edit it or click the little pin to edit it so just click on that and then what we want to do is we want to turn on auto invoice reminders so we click that and it turns it on and you can create up to three automatic reminders and they will be four different times so for example this one here says you're gonna send a reminder one day before the due date for unpaid invoices then you can create another one so then once that's done we're gonna send a reminder seven days after the date it's June and then another one might be and let's just say my listen it gives you on forty ten days on ten days after now this is quite a simplistic reminder system so it's not like a fully fledged credit control where you can put parameters and so forth this is just a way for you to automate the email that you just saw me do in four different ways so once you do that you'll see that the email message that came up in the other little pop-ups is now here so what if you change it here you will change it dynamically across all the emails when you send them out so you can make that change here so you might rather than use deer you might put two and you might change it rather than put your full name just their first name or mister and it's the surname and so on and then you can re-type this with what you want it to say if you change your mind or you don't want to put that anymore you can just click Reese reset to default email template and it will erase your changes and go back to this one and each time you send them out you might want a copy to be sent to you because remember this has been automated so it saves you having to die arise when emails are going out and if you have a lot of invoices that you send reminders for this might be useful just as a checklist for you to see what's going on in the background so it's wonderfully reactive as opposed to you having to proactively start the process so you would just click that let's just say we do that and we click Save and that's all you have to do and now that's all set up ready to go I hope that helps if you need any further help from me with the finances in your business check the links out below in the description and don't forget to subscribe take care