Automatic Overdue Invoice Reminders in Xero and QuickBooks

Part of our Small Business Automation guide: what to automate first and the 10 easiest wins.

The problem

Chasing unpaid invoices is awkward and easy to put off. Automatic reminders go out on schedule, so you get paid faster without the uncomfortable calls.

What you need

Xero or QuickBooks Online

Setup with Zapier

Xero: go to Business, Invoices, then the Invoice reminders setting, and turn reminders on. [Screenshot]
Set reminders at 3 days before the due date, on the due date, and 7 and 14 days overdue.
Edit each email’s wording (see the template below).
QuickBooks: go to Settings, Account and settings, Sales, Reminders, turn on automatic reminders and set the timing.
Send a test invoice to yourself to check it.

Setup with Make

Only needed for extra channels such as SMS: trigger with Xero, Watch Invoices (status overdue) or the QuickBooks equivalent.
Add Twilio, Create a Message for a short SMS nudge.
Run it daily.

Message template

Hi [Name], a friendly reminder that invoice [number] for [amount] was due on [date]. You can pay here: [link]. Already paid? Thanks, and please ignore this.

Payment reminders for an existing debt are transactional, not marketing. Keep the tone factual and polite, and follow local debt-collection rules. This isn’t legal advice.

FAQ

Will automatic invoice reminders annoy clients?

Polite, well-spaced reminders are normal business practice. Keep the tone friendly and factual, and include an easy way to pay. Often a client has simply forgotten, and a reminder is all it takes.

Can I turn reminders off for one client?

Yes. Both Xero and QuickBooks let you switch reminders off per contact. That’s useful for clients on a payment plan or with special terms.

Do I need Zapier for invoice reminders?

No. Xero and QuickBooks both have reminders built in, so you only need Zapier or Make if you want extra channels like SMS. Start with the built-in reminders.

How many reminders should I send?

This guide uses one before the due date, one on the day, and two after it’s overdue. Stop once the invoice is paid, which the built-in reminders do automatically.

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One-page checklist: Overdue invoice reminders (Xero/QuickBooks)

☐ Xero: go to Business, Invoices, then the Invoice reminders setting, and turn reminders on.

☐ Set reminders at 3 days before the due date, on the due date, and 7 and 14 days overdue.

☐ Edit each email's wording (see the template below).

☐ QuickBooks: go to Settings, Account and settings, Sales, Reminders, turn on automatic reminders and set the timing.

☐ Send a test invoice to yourself to check it.

Consent note: only message people who have contacted you or agreed to hear from you, and include a way to opt out. This isn't legal advice.

Full guide: https://www.automatequick.com/guides/overdue-invoice-reminders

Which should I choose?

Free guide

Build it yourself

About 30 to 60 minutes
Some tech skill needed: you add and connect each step yourself
Step-by-step instructions for Zapier, Make or n8n
Costs nothing from us

Use the free guide →

Ready-made pack · US$19

Import it and you're done

Done in about 10 to 20 minutes for most setups
Messages already written
START HERE PDF with every click explained
Made for owners with zero tech skills

Get the ready-made pack →

Get the pack and follow the step-by-step guide.

See what you get

Either way, you'll still need your own Zapier, Make or n8n account, plus any tools it connects to (like Twilio for texts, which charges usage fees).

Get it ready-made or set it up yourself

Overdue invoice reminders template pack (Xero + QuickBooks): Make blueprints and n8n workflows for Xero and QuickBooks, Zapier read-me and a setup guide PDF with 5-step polite-to-final email wording and optional text reminders.US$19 + tax where applicable

Skip the build. Import it, connect your accounts, done in about 10 to 20 minutes for most setups. Messages already written. See what you get

Set it up myself · free guide

You'll still need your own Zapier, Make or n8n account, plus Twilio if you send texts (usage fees apply).

Includes a step-by-step guide.

Faulty or not as described? We'll fix it or refund you.