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VETTED AUTHORITY

Template 10 · In the Vetted Small-Business Automation Pack

Overdue QuickBooks invoice to polite reminder escalation

What it automates

A daily check of open QuickBooks invoices sends a friendly reminder at 3 days overdue and a firmer one at 14, then emails you (not the client) at 30 days. Each reminder goes out once per invoice.

Last updated

Tested on: Not yet tested

Included in the Vetted Small-Business Automation Pack. It is not a separate download.

Checkout is not open yet. The pack goes on sale once the checkout provider is set up.

The flow

STARTS WHENEvery day 09:00STEPQuickBooks invoices with a balanceCHECKPick reminders due (3 / 14 / 30 days)RESULTFriendly or firm reminder to clientRESULTDay 30: escalate to you

Who it is for

Businesses that invoice from QuickBooks Online and chase late payments by hand.

Human approval

None needed: AI writes nothing a customer sees here. Customer emails are fixed text you edit in the workflow.

When something fails

If QuickBooks cannot be reached after 3 tries you get an email and nothing is sent. A reminder is recorded as sent only after the email succeeds.

Apps and accounts you need

  • QuickBooks Onlineopen invoices · verified pricing
  • Gmailsends reminders and the escalation · official page
  • n8nruns the workflow (n8n Cloud or self-hosted)

Running cost estimate

At one run a day: 31 executions a month fit n8n Cloud Starter (2,500 executions a month): €20/mo billed annually. Last verified on n8n's pricing page.

One run is one n8n execution, however many steps or waits it has. The cost of the apps themselves is separate (see QuickBooks Online pricing). Make: no estimate until the Make version exists, because Make bills per module action.

Check n8n pricing on the official site

Plain link to n8n's pricing page. We have no affiliate relationship with n8n.

Setup overview

  1. In n8n, open Workflows, choose Import from File, and select n8n.json.
  2. Open Configure me and set your business name, your name, your email and payment instructions.
  3. Create credentials: QuickBooks Online OAuth2 and Gmail.
  4. Make sure invoices have a billing email in QuickBooks; invoices without one are skipped until day 30.
  5. Run one test with your own data, check every step's output, then switch the workflow to Active.

Known limits

  • Sent reminders are remembered in workflow static data; re-importing the workflow resets that memory, so pause before re-importing.

Platform status

n8n
Workflow file ready. n8n-mcp 2.94.0 validate_workflow (strict profile): 0 errors (Oct 17, 2026). Validation is not a live run.
Make
Make version in progress: blueprints are published only after they pass Make's own validator.

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