Bookkeepers & small offices · Getting paid

Email a client a heads-up when a QuickBooks invoice is due soon

Set-up time25 min
DifficultyMedium
AppsQuickBooks Online Zapier Google Workspace Microsoft 365

The problem

Clients pay late because they forget, not because they won't pay.

The result

A few days before an invoice is due, a friendly heads-up goes out (or is drafted for you to check).

How to set it up: Zapier

Create a Zap with QuickBooks Online's "New Invoice Due" trigger and set how many days ahead (for example 3).
Add Gmail "Create Draft" to review each one, or Gmail "Send Email" / Microsoft Outlook "Send Email" to send automatically.
Map the customer email, invoice number, amount and due date.
Test with a dummy invoice, then turn it on.

Get AI to help you build it

Paste this into ChatGPT, Copilot, Gemini or Claude:

Write a gentle UK-English "invoice due soon" email for a small business. Placeholders: {CustomerName}, {InvoiceNumber}, {Amount}, {DueDate}. Under 60 words, no pressure.

AI tools can get menu names wrong. Check against the sources below.

Before you start

Zapier's listing says polling triggers check for new data every 15 minutes on its Free plan, so this is not instant.
Start with drafts for a couple of weeks to check the wording and data.

Integrations used

QuickBooks Online + Zapier

Works via connector

Yes. QuickBooks Online on Zapier has triggers such as New Invoice Due and New Paid Invoice, and actions such as Create Invoice and Send Invoice.

Sources

Last checked 22 October 2026. Software changes; check the vendor's docs before you rely on this.