How to Automate Invoice Reminders in QuickBooks and FreshBooks

You turned on automatic reminders in QuickBooks, figured you were covered — then three weeks later you're texting the same client yourself, asking where the cheque is. Sound familiar? QuickBooks and FreshBooks both advertise invoice reminders, but once you actually rely on them, the gaps show up fast.

Here's what each platform actually gives you, where they stop, and what to do about it.

Invoice reminder features in QuickBooks Online

QuickBooks Online lets you set up automatic email reminders in your account settings. You can configure up to three reminders, each triggered relative to the invoice due date — before, on the day, or after.

Here's what you get:

• Up to three scheduled email reminders per invoice. You choose the timing: for example, 3 days before, on the due date, and 7 days after.
• Global settings only. The reminder schedule applies to every client with an open invoice. You cannot turn reminders on for one client and off for another. There is no per-client or per-invoice override.
• Email only. No SMS option exists in QBO. Your reminder lands in an inbox — not on a phone screen.
• Limited bilingual control.QBO can send reminders in the language set on each customer's profile — but it requires manual per-client setup, applies to email only, and there's no way to default new clients to French.
• Limited tone escalation.You can write different text for each of the three reminder stages, but the same message goes to every client. There's no automatic escalation based on how overdue each invoice is.

For many contractors, these limits only become obvious after a few billing cycles. The first three reminders go out, the client ignores all three, and you're back to chasing them manually.

How to set up automatic invoice reminders in QuickBooks Online

1. Go to Settings, then Account and Settings, then Sales.
2. Scroll down to the Reminders section.
3. Toggle automatic reminders on.
4. Set your timing for each reminder — up to three. For example: 3 days before the due date, on the due date, and 7 days after.
5. Customize the subject line and message body. Use [Invoice No.] and [Company Name] as dynamic placeholders.
6. Click Save. Note: these settings apply globally — every open invoice gets the same schedule.

Invoice reminder features in FreshBooks

FreshBooks handles reminders differently — and in some ways, better. You can configure up to three automatic email reminders, but FreshBooks gives you more granular control.

• Per-client and per-invoice settings. Unlike QBO, FreshBooks lets you enable or disable reminders on individual clients or invoices.
• Customizable timing and messaging. You pick the day offsets and can edit the email body per reminder.
• Per-client language settings.FreshBooks sends reminders in the language set on each client's profile (EN, FR, or ES) — email only. Per-language template customization requires a Premium or Select plan.
• More flexible than QBO. FreshBooks respects the idea that different clients need different treatment. That alone puts it ahead.

But FreshBooks still has the same core gaps — and the full picture becomes clear when you compare all three side by side.

What both platforms are missing

These aren't edge cases. They're daily realities for contractors managing more than a handful of invoices.

When built-in reminders are enough

Built-in reminders cover basic situations just fine:

• You invoice fewer than 10 clients per month
• Your clients check email regularly and respond to it
• You don't need SMS follow-up
• You don't need the tone to escalate over time
• You don't need to review reminders before they go out

If that describes your business, the built-in features will do the job. No need to add another tool.

When you need a dedicated tool

You're running 15 active jobs. You've got 20 open invoices — half in French, half in English. One client asked for an extra week. Another is disputing a line item. Three others haven't responded to any of your emails, and you know a text would get their attention.

Neither QuickBooks nor FreshBooks can handle this. You'd need to track it all yourself — in a spreadsheet, with calendar reminders, or by just hoping you remember.

That's where a dedicated reminder tool comes in. It connects to your accounting software, reads your invoice data, and handles the follow-up with more control than either platform offers on its own.

Relanco is built specifically for Quebec contractors. It works with both QuickBooks Online and FreshBooks. It sends SMS, email, or both — in French or English — following an escalating sequence that matches how overdue the invoice actually is.

What a good reminder sequence looks like

The default sequence most Relanco users start with looks like this:

1. 3 days before due date — Friendly email. A simple heads-up that payment is coming due. Low pressure, professional tone.
2. Due date — Polite SMS and email. The invoice is now due. A text gets attention where email might not.
3. 3 days overdue — Direct SMS.Short, clear, no fluff. The client knows they're late.
4. 7 days overdue — Firm email. A longer message acknowledging the delay and requesting prompt payment.
5. 14 days overdue — Final notice via SMS and email. Clear language that this is the last automated reminder before further action.

Every step is customizable — you can add or remove steps, change the channel, adjust the timing, and override the default text in both French and English.

Frequently asked questions

Does QuickBooks send automatic reminders for overdue invoices?

Yes. QuickBooks Online can send up to three scheduled email reminders per invoice. The timing is relative to the due date. However, reminders are email-only, apply globally to all clients, and bilingual support requires manual per-client configuration.

Does FreshBooks have automatic invoice reminders?

Yes. FreshBooks supports up to three automatic email reminders with per-client and per-invoice controls. It's more flexible than QuickBooks for reminder configuration, but still limited to email only with no tone escalation.

Can I send SMS invoice reminders from QuickBooks or FreshBooks?

No. Neither QuickBooks Online nor FreshBooks supports SMS reminders. To send text message payment reminders, you need a third-party tool like Relanco that connects to your accounting software.

What's the best invoice reminder software for Quebec contractors?

Relanco is built specifically for Quebec contractors. It connects to both QuickBooks Online and FreshBooks, sends bilingual reminders (French and English) via SMS and email, and supports fully customizable escalating sequences. Plans start at $9 CAD per month for the first 2 months, then $29 CAD per month, with a 30-day free trial — no credit card required.

Both QuickBooks and FreshBooks cover the basics of invoice reminders — scheduled emails tied to due dates. But neither sends SMS, neither escalates tone, and neither gives you the per-client control that contractors managing real volume actually need. For $9 CAD/month to start — then $29 CAD/month after two months — a dedicated tool pays for itself the first time a client responds to a text instead of ignoring a fourth email.

Try Relanco free for 30 days →

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