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Question

How to set up notifications for overdue invoices in QuickBooks Online

  • February 20, 2025
  • 2 replies
  • 27 views
T

I’m attempting to create a Zap for my accounting team. The idea being when an Invoice reaches certain overdue milestones in Quickbooks Online, a google chat would be sent out to the team notifying them to take the necessary steps.

Using the “New Invoice Due” trigger, I thought I could configure it using negative days due i.e. -30, -45, -60 etc. Going to test the trigger returns no information. It appears to work correctly when using positive numbers, so I assume that it just doesn’t recognize negatives.

Does anyone know how to format the “New Invoice Due” trigger to recognize overdue invoices? Or perhaps there’s another method someone’s used and achieved the desired result?

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michaeltoth
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Hey ​@The Rock Man!

If the New Invoice Due trigger doesn’t seem to work with negative numbers, here’s a possible other solution:

Create a Zap that adds invoices to a Zapier table when they come due. That would be something like this:

  1. Trigger: New Invoice Due
  2. Action: Create Record in Zapier Table
    1. Store information including invoice ID, due date, and trigger date (e.g. due date + 15 days)

Create a separate Zap that runs each day to find any invoices past your trigger date:

  1. Trigger: Schedule by Zapier - daily
  2. Action: Find Records in Zapier Table
    1. Search by trigger date to find records that are past due
  3. Action: Find Invoice in Quickbooks
    1. ​​​​​​​Confirm the invoice hasn’t been paid
  4. Action: Create Message in Google Chat

You could optionally expand this to also add a Zap that removes items from the table when an invoice is paid:

  1. Trigger: Invoice Paid
  2. Action: Find Records in Zapier Table
    1. ​​​​​​​Find the paid invoice, if it’s already in the table
  3. Action: Delete Record
    1. Delete the record for the paid invoice from the table

Let me know if that solves the problem!

T
1 person likes this
  • T
    The Rock Man
SamB
Community Manager
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  • SamBCommunity Manager
  • Community Manager
  • March 5, 2025

Hi there, ​@The Rock Man 👋

Just checking in to see if the approach michaeltoth suggested did the trick? If so, feel free to mark it as the best answer, which will help surface it to others who might have the same question. 🤗

Want to make sure you’re all set so do let us know if you need any further help!

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