Stay on Top of Overdue Payments with a Past Due Invoice Reminder for Management

Past due invoice reminder for Management

okay completely uh with complete cander I'm going to say I'm kind of tired right now but I wanted to knock out this video before I shut down for the day I've been meaning to do it for a few days and I wanted to show you today how you do QuickBooks automatic or as automatic as possible invoice reminders for your customers in QuickBooks desktop not online okay there's a little bit of nuance here you have to go to a couple different places to set it up also it does not go out automatically that's a little bit of a misnomer it actually just reminds you to send them but it does draft them for you so it like drafts the reminder reminds you to send them out on a certain day of the week and then you review them and send them okay now with that being said let's go ahead and take a look here so the first thing you want to do is go to your preferences and I'm using QuickBooks Enterprise manufacturing and whale 21 but you can use I believe any of the desktop additions to do this you want to go to payments and you want to go to company preferences okay and then down here at the bottom it says payment reminders do you want to send payment reminders we're going to say yes if QuickBooks desktop is open prompt me at what time I need to drink my coffee first so I put 10:00 a.m. how frequent should it be weekly and what day I put Wednesday cuz Mondays are crazy Tuesdays I'm catching up from the crazy by Wednesday I'm kind of ready to dive into some stuff okay and then it says if QuickBooks is not open you'll see this prompt whenever you open it the next time okay it's not going to open your software at that exact time and day and say hey you forgot to send your stuff out it's going to remind you the next time you execute the program so that done that's our first part so I'm going to hit okay now everything else is done within the customer menu okay so under customers I'm going to go down to payment reminders and you have three selections review and send payment reminders which we cannot use until we actually set them up we need to schedule our payment reminders which we want to do once we set up our customer groups and then we have the one we're going to pick first managing our customer groups so I put in manage customer groups I actually already had my window open here I was playing around right before I started this video you've got your groups listed you can hit edit delete and email okay it say that I'm missing some email addresses review them and try again okay so I'm going to put from to ABC customer and I need to actually go in and check their email address so we'll we'll do that in a moment the two field oh let's see if we can do that here HP demog gmail.com yes okay close Okay so we set up the email okay you can delete mailing list but make sure if you delete a mailing list you mean to delete that mailing list don't think I might want to delete this mailing list because if you need it later you can't go undelete you have to recreate it okay for some of the simple ones it may not be a big deal but if you have a pretty complex customer group um or mailing list it's going to be fun so I'm going to actually let me hit cancel yes I'm going to hit edit customer group okay and this brings you into the same thing as if I picked create one okay so I called this my test group I hit next I wanted this to capture any of my customers with an open balance greater than zero okay and then I hit next okay and then it says ABC customer here so that brought up a customer I entered in a few invoices just so they would pop up on the list okay and it says automatically add new or remove existing based on fields and values in the group okay I'm going to have finish okay now we've created our customer group right let's go ahead and set up our reminders so under payment reminders we need to schedule them because you can't review something you haven't scheduled yet so we're going to go ahead and go schedule payment reminders and again I've set up a little bit of a test test but we're going to go through this again so let's hit new for invoice says test group send a reminder to test group when an invoice is and and I'm going to pick oh wait this is the new one so let's add reminder okay I'm going to put 5 days before the invoice is due because um when we're invoicing now we tend to do net 30 but and I believe I did these invoices at net 14 but at net30 late fees are applied so my customers I know appreciate a little bit of a heads up hey you might have forgotten about this so you have a few you know days before it comes up where you're going to get late fees right cuz it's easy to see an invoice say oh it's not due for 30 days and then just uh you know it it happens so you can also add other tag Fields down here at the bottom there's several here you can choose and I'm going to hit okay now if that 5 days passes and the late fees are applied we could send another one so I'm going to put zero days after the due date and this is just copy from the software that pops up you can change that as much as you want and I'm going to hit okay now if they if they missed it again I'm going to put 15 days after due date and I'll be honest with you if I've seen that it's you know these reminders have been sent and no one's communicated with us generally somebody from our office will call them and say we just want to make sure we have the right email address you know a lot of times entering that wrong email address is going to cause issues now that everything's electronic and it's so easy to do okay obviously if you're getting 15 days past the the due date maybe 30 days out especially like you know 45 60 days out you're starting to have an issue there should be some light collections going on and um and and need to resolve that open balance but in any case you can send you know plenty of reminders here you can have multiple test groups please keep in mind customers can't be a member of multiple mailing lists at any given time and again 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