QuickBooks Invoice Chaser

Most small businesses are owed more than they think, and the reason nobody chases it is that writing the fifth polite reminder of the week is miserable work. This agent reads your QuickBooks ledger every morning, groups the overdue balances by customer, and leaves a reminder in your Gmail drafts pitched at the age of their oldest invoice, plus one Slack line showing the aging across the whole book. It never sends and never posts to the books, so the awkward calls and the accounting both stay with you.

What people use it for

• One email per customer - A customer sitting on four unpaid invoices gets a single draft listing all four with their numbers and dates. Four separate reminders in one inbox reads as a system nagging, and it gets ignored.
• Tone that hardens on schedule - Day seven is a friendly nudge and day sixty is not, and the difference is your policy rather than whatever mood the person writing was in. The ladder stays consistent even when the week is busy.
• See the aging without a report - The Slack summary shows what is outstanding in each aging bucket and who the biggest balances belong to. That is the receivables question a founder asks on a Monday, answered before they ask it.
• Disputes never get a form letter - Accounts your policy marks as disputed, on a payment plan, or recently reminded are skipped and named in Slack instead. A templated chase into a live dispute is the fastest way to turn a slow payer into a lost customer.

Before you fork

What do I need connected before it runs?

A QuickBooks Online connection, a Gmail account to hold the drafts, and the Slack channel you want the morning summary in. Then you write your dunning policy in plain English: the days, the tone at each step, the minimum balance, and who is off limits. The staged test runs let you read the drafts it produces before a real invoice is involved.

Could it chase somebody who has already paid?

It reads the balance due at the moment it runs, so an invoice settled yesterday is not in the sweep, and it skips a customer whose books show a payment posted since the invoice went out. The real protection is that nothing leaves your account on its own: a draft that turns out to be wrong is a draft you delete. Payments logged after the 9am sweep are the one gap, and reading the drafts before sending closes it.

What does it cost to run?

One run each morning, so around thirty a month whether you have four overdue invoices or four hundred. The run is a couple of QuickBooks reads, one draft per overdue customer, and one Slack message, so it stays short. Its QuickBooks connection is used for reading and drafting only, which means the cost of a mistake is a draft nobody sends.