How to Set Up Automatic Invoice Reminders in QuickBooks Online (and Their Limits)

Set up QuickBooks Online’s standard email reminders, choose the timing and wording, then confirm your invoices are eligible. If reminders are already enabled but not arriving, start with the troubleshooting checklist.

The short answer

Open Account and settings → Sales → Reminders. Enable automatic reminders, choose up to three schedules, customize each message and save. Intuit says reminders apply to unpaid invoices you have already emailed. QuickBooks Online Advanced also offers invoice reminder workflows.

Step 1 — Find the Reminders settings

Click the gear icon in the top right, choose Account and settings, then open the Sales tab. Scroll to the Reminders section and click it to expand. (Intuit reshuffles its settings pages from time to time — if you don’t see it, use the search inside Settings and type “reminders.”)

Step 2 — Turn on the master toggle

Switch Automatic invoice reminders on, then enable the individual reminders you want to use. Review any existing automation before adding another schedule.

Step 3 — Configure the three schedules

The standard settings provide up to three reminder schedules. Intuit supports timing up to 90 days before or after the invoice due date. Choose intervals that fit your agreed payment terms. For example:

Reminder 1: a few days before the due date, as a courtesy.
Reminder 2: shortly after the due date — polite, assumes oversight.
Reminder 3: a couple of weeks after — your last automatic touch, so make the wording count.

These are example timings, not a required sequence. See the payment reminder schedule guide for a longer manual follow-up example. PayNudge uses a separate fixed day 1, 3 and 7 overdue sequence.

Step 4 — Rewrite the default message

Edit each reminder’s greeting, subject and body. Include the invoice number and a clear request to pay or reply with a question. Review the available variables before saving so the message contains the right invoice details.

Stuck on wording? The free payment reminder generator writes a situation-specific message you can paste straight into the QuickBooks template.

Step 5 — Save, then verify the save

Click Save, then Done. Reopen the settings to confirm the schedule. Check that the affected invoice has already been emailed, remains unpaid and matches the reminder timing. If it does not send, follow the QuickBooks reminder troubleshooting checks before sending duplicate messages.

Updated September 20, 2026. Source: Intuit’s invoice reminder instructions, updated August 5, 2026. Menu labels can vary by region and edition.

What the built-in reminders can’t do

Compare the actual options before adding a second reminder system. Standard QuickBooks settings and PayNudge both offer three overdue email steps, with different timing controls:

What you need	QuickBooks built-in	PayNudge
Automatic overdue emails	Three standard schedules	Fixed day 1, 3 and 7
Reminder before due	Choose a before-due offset	Optional day −3 reminder
Further follow-up	Manual reminders; Advanced workflows	Review and follow up manually after the sequence
SMS	Standard reminders use email	Draft only; you send it
Different wording per step	Edit each reminder template	Edit each overdue step
Payment detection	Uses payment recorded in QuickBooks	Daily sync or mark paid manually

QuickBooks Online Advanced has additional workflow options. Neither an email schedule nor a delivery receipt guarantees recovery. Review disputed invoices and customer replies before further follow-up.

The follow-up layer on top of QuickBooks

PayNudge can send automatic overdue emails at day 1, 3 and 7 for CSV or manually entered invoices, plus SMS drafts you send from your phone. QuickBooks direct sync is temporarily unavailable. Keep outstanding balances current and record payments in PayNudge yourself. Choose which system sends each follow-up to avoid overlapping reminders.

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Frequently asked questions

Does QuickBooks Online send automatic invoice reminders?

Yes. QuickBooks Online has built-in automatic invoice reminders: up to three scheduled email reminders per invoice, each set a fixed number of days before, on, or after the due date. They're off by default — you enable them under Account and settings → Sales → Reminders.

Can QuickBooks send more than three reminders per invoice?

The standard settings offer three schedules. Manual reminders are also available, and QuickBooks Online Advanced supports invoice reminders through workflows. Check the options in your edition before adding another tool.

Can QuickBooks invoice reminders be sent by SMS or text?

Intuit's standard automatic invoice reminder instructions cover email. PayNudge also automates email only; its optional SMS drafts must be reviewed and sent from your own phone.

Can I set different reminder schedules for different clients in QuickBooks?

Standard reminder rules and templates apply across invoice reminders. You can customize the wording for each reminder and send manual reminders individually. Advanced users should also check workflow options for their needs.

Do QuickBooks reminders stop automatically when the client pays?

Yes. Automatic reminders only apply to open, unpaid invoices, so once payment is recorded the remaining reminders for that invoice don't send. Make sure payments are recorded against the right invoice, or a paid client can keep getting chased.

Are QuickBooks' built-in reminders enough for a service business?

They may be enough if you need scheduled email reminders for invoices already emailed through QuickBooks. Review the built-in options first. If you add PayNudge, choose which system sends each follow-up so customers do not receive duplicate reminders.

How to Set Up Automatic Invoice Reminders in QuickBooks Online (and What They Can’t Do)