On a schedule
Remind customers about overdue invoices and log each chase
Every weekday, customers with overdue QuickBooks invoices get a reminder, each chase is logged in your sheet, and you get a summary email.
- Runs
- On a schedule
- Apps
- Google Sheets, QuickBooks
- AI
- Optional
- Access
- accounting write; sheet editor
Send this to your assistant
Create a ClickRuntime automation: every weekday at 9, list overdue QuickBooks invoices, send each customer a reminder unless they were chased in the last 7 days, log the chase in my Collections sheet and email me a summary.
First time? Adding ClickRuntime to your assistant takes about two minutes.
Why use it
Why teams use this automation
Late payments are the biggest cash problem for small businesses, and the fix is mostly persistence: a polite reminder, then another. But chasing feels awkward, and when it's nobody's set job it happens in bursts once the bank balance gets low.
A steady weekday routine sends reminders on time, spaced so customers aren't pestered, and keeps a log that shows exactly who was chased and when.
What you get out of it
Get paid sooner
Regular, polite reminders are the most reliable way to shorten the time customers take to pay.
No awkward conversations
Reminders go out on a fixed rhythm, so nobody has to decide whether it's time to chase a particular client.
A log for every account
The sheet shows each chase with date and amount, useful before a phone call or when handing an account to collections.
Customers aren't pestered
Anyone chased in the last week is skipped, so reminders stay polite.
How it works
What happens, step by step
Every weekday at 9, ClickRuntime asks QuickBooks for invoices with a balance that are past their due date.
It checks your Collections sheet and skips any invoice chased in the last 7 days.
It re-sends each remaining invoice to the customer from QuickBooks as a reminder.
It adds a row to the sheet for every chase.
You get an email listing who was reminded and the total outstanding.
Before it runs live
- Connect your Google Sheets account and pick the spreadsheets it may use
- Connect QuickBooks
What you get
Build your own
Need it to work differently?
Your own rules
Conditions, thresholds, filters and exceptions, written the way you'd explain them to a colleague.
Any number of apps
One automation can read from one app and update several others. Over 248 apps are ready, and anything with an API works too.
AI where it helps
Summaries, classification, extraction and drafts use ClickRuntime's built-in AI, with no extra key.
On a schedule or on each event
Runs as often as every 5 minutes, or the moment an app sends an event, and keeps track of what it already handled.
Changes you can ask for
- Run it at a different time, more or less often, or only on weekdays
- Change what the AI looks for, or how it writes the result
- Add another app, for example also send it to Slack
- Combine it with other Google Sheets and QuickBooks steps into one automation
Under the hood
The code that runs this automation
from datetime import date, timedelta
from google.oauth2.credentials import Credentials
from googleapiclient.discovery import build
from clickruntime import on_trigger, credentials, http, notify
SHEET_ID = "your-spreadsheet-id"
API = "https://quickbooks.api.intuit.com/v3/company/1234567890" # your QuickBooks company id
def qb(method, path, **kw):
r = http.request(method, API + path, params={"minorversion": 73, **kw.pop("params", {})}, **kw, headers={"Accept": "application/json", "Authorization": "Bearer " + credentials.connection("quickbooks", "company")})
return r.raise_for_status() or r.json()
@on_trigger
def run(event):
today = date.today()
overdue = qb("GET", "/query", params={"query": f"select * from Invoice where Balance > '0' and DueDate < '{today}'"})["QueryResponse"].get("Invoice", [])
sheets = build("sheets", "v4", credentials=Credentials(credentials.connection("google", "work")), cache_discovery=False).spreadsheets()
log = sheets.values().get(spreadsheetId=SHEET_ID, range="Collections!A2:B").execute().get("values", [])
recent = {r[1] for r in log if len(r) > 1 and r[0] >= str(today - timedelta(days=7))}
chased = []
for inv in overdue:
if inv["DocNumber"] in recent or not inv.get("BillEmail"):
continue
qb("POST", f"/invoice/{inv['Id']}/send")
days = (today - date.fromisoformat(inv["DueDate"])).days
chased.append([str(today), inv["DocNumber"], inv["CustomerRef"]["name"], inv["Balance"], days])
if chased:
sheets.values().append(spreadsheetId=SHEET_ID, range="Collections!A:E", valueInputOption="RAW", body={"values": chased}).execute()
total = sum(i["Balance"] for i in overdue)
notify.email_me(f"Chased {len(chased)} overdue invoices", "\n".join(f"{c[2]} #{c[1]}: ${c[3]:,.2f}, {c[4]} days late" for c in chased)
+ f"\n\nTotal overdue: ${total:,.2f}")
return {"overdue": len(overdue), "chased": len(chased)}FAQ
Common questions
How are reminders sent?
Can the wording change as an invoice gets older?
How do I stop chasing a customer?
What permissions does it need?
Does it need AI?
How many runs does it use?
Can I change how it works?
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