Skip to content

Weekly

Chase overdue invoices every Monday

Customers with unpaid invoices past their due date get them resent from QuickBooks, and you get a table of who owes what.

Runs
Weekly
Apps
QuickBooks
AI
Yes, uses the built-in AI allowance
Access
read+write

Send this to your assistant

Create a ClickRuntime automation: every Monday at 9am, find QuickBooks invoices that are past due with a balance, resend each one through QuickBooks with a short polite note, and email me a list grouped by customer.

Paste it into your assistant. It tells you what it will send or change before it runs live.

First time? Adding ClickRuntime to your assistant takes about two minutes.

Why use it

Why teams use this automation

Most small businesses chase late payers in bursts: someone scrolls the Accounts Receivable aging report, picks the worst few and sends emails when they find the time. A $2,400 invoice that went 20 days overdue quietly becomes 60 days, the customer assumes it does not matter, and your cash flow absorbs the delay while you are busy delivering work.

Every week, ClickRuntime queries QuickBooks for invoices with an open balance and a due date in the past, groups them by customer so each person gets one message listing everything they owe, and uses built-in AI to write a polite reminder note. The invoices are re-sent through QuickBooks, and you get a summary email of who was contacted.

It is meant for owners and bookkeepers who want consistent follow-up without sounding like a collections agency.

What you get out of it

  • Late payers hear from you every week

    Regular reminders turn collections into routine instead of an awkward event. Customers who simply forgot pay after the first nudge, and your receivables stop quietly aging into the 60 and 90 day columns.

  • One message per customer, not per invoice

    A client with four late invoices receives a single email listing all of them. That feels organized rather than aggressive, and it is easier for their accounts payable team to act on in one go.

  • The tone stays professional

    The reminder is drafted with built-in AI and kept courteous, with the amount and invoice numbers stated plainly. You avoid both the too-harsh message sent in frustration and the vague one that gets ignored.

  • Cash arrives sooner

    Each week of earlier payment is money you can use for payroll or stock instead of financing the customer for free. For a business billing $50,000 a month, shaving ten days off collection is real working capital.

  • You see exactly who was nudged

    The summary email tells you which customers were reminded and for how much. When one of them calls with a question, you already know what they received, and persistent late payers become obvious.

How it works

What happens, step by step

  1. Every Monday, ClickRuntime finds QuickBooks invoices that are past due and still unpaid.

  2. AI writes a short, polite reminder for each one, mentioning the invoice number, balance and due date, and adds it to the invoice.

  3. QuickBooks emails each invoice to the customer again with that note.

  4. You get a summary email listing the invoices resent, grouped by customer.

Before it runs live

  • Connect QuickBooks

What you get

RunsWeekly
Chase overdue invoices every Mondaytoday, 9:00Succeeded
Email · Overdue invoices resentNorthwind Traders - #1031: $1,200.00, due 2026-10-01

Build your own

Need it to work differently?

This template is a starting point. Copy the prompt and change it, or describe a different automation from scratch, with your own conditions, more apps or an AI step. Your assistant writes it, tests it and runs it on ClickRuntime.
  • 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 QuickBooks steps into one automation

Under the hood

The code that runs this automation

This is the Python script that runs each time the automation starts. Your AI assistant writes it for you when you send the prompt, and you allow each step in your assistant. To change how the automation works, describe the change to your assistant and it updates the script for you. For every function it can use, see the script reference.
overdue_invoice_payment_reminders.pyexample
from collections import defaultdict
from datetime import date
from clickruntime import on_trigger, credentials, http, ai, notify

REALM_ID = "1234567890"
API = f"https://quickbooks.api.intuit.com/v3/company/{REALM_ID}"

def qb(method, path, **kw):
    headers = {"Authorization": f"Bearer {credentials.connection('quickbooks', 'company')}", "Accept": "application/json"}
    resp = http.request(method, f"{API}{path}", headers=headers, params={"minorversion": 73, **kw.pop("params", {})}, **kw)
    resp.raise_for_status()
    return resp.json()

def query(sql):
    return qb("GET", "/query", params={"query": sql})["QueryResponse"]

@on_trigger
def run(event):
    today = date.today().isoformat()
    invoices = query(f"select * from Invoice where Balance > '0' and DueDate < '{today}'").get("Invoice", [])
    by_customer = defaultdict(list)
    for inv in invoices:
        name = inv["CustomerRef"]["name"]
        note = ai.generate(f"Write a two-sentence polite payment reminder to {name} for invoice {inv['DocNumber']}, "
                           f"balance ${inv['Balance']:,.2f}, due {inv['DueDate']}.", max_output_tokens=120).text
        qb("POST", "/invoice", json={"Id": inv["Id"], "SyncToken": inv["SyncToken"], "sparse": True,
                                     "CustomerMemo": {"value": note[:1000]}})
        qb("POST", f"/invoice/{inv['Id']}/send")
        by_customer[name].append(f"  - #{inv['DocNumber']}: ${inv['Balance']:,.2f}, due {inv['DueDate']}")
    if by_customer:
        notify.email_me(f"Resent {len(invoices)} overdue invoices",
                        "\n".join(f"{c}\n" + "\n".join(lines) for c, lines in sorted(by_customer.items())))
    return {"resent": len(invoices)}

FAQ

Common questions

Does the reminder go out automatically or do I approve it first?
Both options work. The default re-sends the invoice through QuickBooks with the drafted note, and you see the summary afterward. If you want to read each message first, the drafts can be emailed to you instead and sent only after you agree.
What does QuickBooks consider overdue?
An invoice with a balance above zero whose due date is earlier than today. Invoices that have no due date or are not yet due are skipped. Partially paid invoices count, and the reminder states the remaining balance rather than the original total.
Can I exclude certain customers from reminders?
Yes. Customers on payment plans, disputed accounts or large clients handled personally by you can be left out by name or by a tag. Those customers still appear in your summary so that nothing falls out of sight.
What permissions does it need?
read+write. Nothing else in your accounts is used.
Does it need AI?
Yes. It uses ClickRuntime's built-in AI, so you don't need an OpenAI or Anthropic key. Every plan includes a monthly AI allowance.
How many runs does it use?
One run each time it runs (weekly). Checks that find nothing to do and stop right away aren't counted.
Can I change how it works?
Yes. Describe the change to your AI assistant, for example a different schedule, channel or filter. It updates the automation, tests it and tells you what changed.

Set up “Chase overdue invoices every Monday” from your assistant

Copy the prompt above, or connect your assistant first. Free plan, no credit card.