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.
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
Every Monday, ClickRuntime finds QuickBooks invoices that are past due and still unpaid.
AI writes a short, polite reminder for each one, mentioning the invoice number, balance and due date, and adds it to the invoice.
QuickBooks emails each invoice to the customer again with that note.
You get a summary email listing the invoices resent, grouped by customer.
Before it runs live
- 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 QuickBooks steps into one automation
Under the hood
The code that runs this automation
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?
What does QuickBooks consider overdue?
Can I exclude certain customers from reminders?
What permissions does it need?
Does it need AI?
How many runs does it use?
Can I change how it works?
Related
You might also like
Hear when daily sales look unusual
You get an email on mornings when yesterday's sales were far above or below normal.
See how it worksGet last month's ledger as CSV
On the 1st, the general ledger and invoice list for the previous month arrive in your inbox ready for your accountant.
See how it worksCatch overdue invoices nobody emailed
A daily list of overdue invoices that were never sent to the customer, so they don't sit forgotten.
See how it worksKeep exploring
Set up “Chase overdue invoices every Monday” from your assistant
Copy the prompt above, or connect your assistant first. Free plan, no credit card.