Daily

Catch overdue invoices nobody emailed

A daily list of overdue invoices that were never sent to the customer, so they don't sit forgotten.

Runs: Daily
Apps: QuickBooks
AI: Not needed
Access: read

Send this to your assistant

Create a ClickRuntime automation: every day at 8am, email me QuickBooks invoices that are overdue and were never emailed to the customer.

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

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Why use it

Why teams use this automation

QuickBooks can send automatic reminders for overdue invoices, but only for invoices that were actually emailed from QuickBooks. An invoice that was printed, handed over in person, sent from a different mailbox or created and never sent has an email status that says it was not sent. Those are the ones that get skipped by every reminder rule, and nobody is looking at them.

Every day, ClickRuntime queries QuickBooks for overdue invoices whose email status is not Sent and emails you a list. Each line has the customer, invoice number, amount and how many days it is late. It covers the specific gap in QuickBooks' built-in reminders, so you can act on invoices that would otherwise never be chased.

Businesses that deliver paper invoices on site, or that hand-send from their own mail, will find the most missing items.

What you get out of it

Invoices nobody ever sent get found
Some invoices are created but forgotten in draft or never emailed. These are pure lost revenue, since the customer might not know a bill exists. A daily list pulls them to the surface.
Built-in reminders gain a safety net
If you rely on QuickBooks to send reminders, you probably assume every overdue invoice is covered. This list shows the exceptions that the reminders cannot reach, so the assumption becomes true.
Paper and hand-delivered billing is covered
Job sites, shops and trades often give customers a printed invoice. The email status stays empty, so the invoice never enters the reminder cycle. Flagging them restores follow-up for that part of your business.
Disputes are caught while memories are fresh
A customer who never received an invoice cannot pay it, and the dispute grows with time. Finding it at 5 days late means a short explanation, not a long argument at 60 days.
Your collections list is complete
The list adds to what QuickBooks already chases. Together, nothing past due falls between the two, and the aging report finally reflects invoices you are actively pursuing. That is what a complete follow-up process looks like.

How it works

What happens, step by step

Once a day, ClickRuntime looks for QuickBooks invoices that are overdue and were never emailed to the customer.
For each one it notes the invoice number, customer, balance and due date.
You get an email listing each one with its number, customer, amount and due date, so you can send it.

Before it runs live

Connect QuickBooks

What you get

RunsDaily

Catch overdue invoices nobody emailedtoday, 9:00Succeeded

Email · Overdue, never emailed- #1019 Acme Corp: $640.00, due 2026-10-02

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
Add an AI step, for example to summarize, sort or draft a reply
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.

reminders_for_un_emailed_overdue_invoices.pyexample

from datetime import date
from clickruntime import on_trigger, credentials, http, 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", [])
    unsent = [i for i in invoices if i.get("EmailStatus") != "EmailSent"]
    if not unsent:
        return {"unsent": 0}
    lines = [f"- #{i['DocNumber']} {i['CustomerRef']['name']}: ${i['Balance']:,.2f}, due {i['DueDate']}"
             for i in sorted(unsent, key=lambda i: i["DueDate"])]
    notify.email_me(f"{len(unsent)} overdue invoices were never emailed", "\n".join(lines))
    return {"unsent": len(unsent)}

FAQ

Common questions

What does the email status in QuickBooks mean?

Each invoice has an EmailStatus field that is NotSet, NeedToSend or EmailSent. Invoices that were emailed from QuickBooks show EmailSent. Anything else, including printed or externally sent invoices, is treated as un-emailed and listed here once overdue.

Will it send the reminders itself?

By default it only emails you the list so that a person decides how to approach each customer. Reminders can be added as a further step, sending the invoice through QuickBooks, for businesses that prefer to chase automatically.

Does this list repeat the same invoices every day?

Yes, until the invoice is emailed or paid, because it is still overdue and un-emailed. That persistence is intentional, since the list is a to-do. If you prefer a reminder only once a week for each item, that can be arranged.

What permissions does it need?

read. Nothing else in your accounts is used.

Does it need AI?

No. It runs without AI, so it doesn't use your plan's AI allowance.

How many runs does it use?

One run each time it runs (daily). 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.

Daily