How to Setup Invoice Reminder

Overview:

The Invoice Reminder feature in QNE AI Cloud helps businesses automatically notify customers about their upcoming or overdue invoices. This ensures faster collections, reduces missed payments, and improves cash flow. With invoice reminders, you can configure the system to send email notifications before, on, or after an invoice due date.

Key Benefit: Automates the follow-up process with customers, saving time for your team and helping maintain healthy cash flow.

Scenario:

Lina manages accounts receivable for her company. She often spends hours each week manually reminding customers about overdue invoices. By setting up Invoice Reminders in QNE AI Cloud, Lina ensures that customers automatically receive notifications one day before an invoice is due and again after the due date. This reduces her manual workload and improves payment turnaround.

Solution:

Setting Up the Invoice Reminder

1. Go to Advanced Options in QNE AI Cloud Accounting.
    

2. Click Automation > Invoice Reminder. Then click Setup.
    

3. Toggle the reminder On.
    

4. Select the timing option:

   1. Before → Enter the number of days before the due date to send reminders.

   2. On Due Date → Enter “0” to trigger a reminder exactly on the due date.

   3. After → Enter the number of days after the due date to send reminders.
      
      

5. Confirm the document type (e.g., BIR Sales Invoice).
    

6. Click OK to apply.

Edit the Email Content

1. Go to Advanced Options > Email Settings > Email Content. Click Setup.
    

2. Under Form Type, you will see:

   1. Before Due Date Reminder

   2. On Due Date Reminder

   3. After Due Date Reminder
       

3. Select the type you want to customize. The default email content will appear.

4. Modify the subject line and message body according to your company’s preference.

5. Click OK to save changes.

Testing

Test the setup by creating a sample Sales Invoice under Sales > Sales Invoices > Add, selecting the customer, and verifying that the reminder email is sent with your custom message. (Optional)

Once saved, invoice reminders will automatically send to the designated customer email addresses with your chosen timing and content.

Sample Email Content

Application:

• Improve Collections Efficiency: Reduce overdue payments by automating customer follow-ups.

• Enhance Customer Communication: Ensure clients receive consistent reminders without manual intervention.

• Support Cash Flow Management: Get paid on time, reducing financial stress on your business.

• Minimize Administrative Work: Free up accounting staff to focus on analysis instead of chasing payments.

• Maintain Professionalism: Send timely, branded, and customized reminders that align with your company's tone.