Unpaid invoices stall growth and drain time. Automating accounts receivable follow-ups using QuickBooks, Xero, and Zapier can cut overdue payments by up to 40%—freeing your team for higher-value work.

By integrating your accounting software with workflow automation, you can trigger timely, personalized reminders to clients—no more manual chasing. Flow Genius specializes in setting up these seamless systems, helping businesses boost cash flow and reduce admin headaches.

The Challenge

Late payments are a persistent headache for small and mid-sized businesses. According to Intuit, 64% of SMBs face unpaid invoices every month, with the average business waiting 29 days past due for payment (Intuit, 2023). Manual follow-ups eat into staff hours and strain client relationships. Delayed cash flow can impact payroll, vendor payments, and growth plans.

A regional marketing agency struggled with $120,000 in overdue invoices each quarter. Their team spent 10+ hours weekly tracking, emailing, and calling clients—yet payments still lagged.

The Solution

Workflow automation with QuickBooks or Xero, powered by Zapier, transforms accounts receivable. Automated reminders, escalation emails, and payment links are sent at the right intervals—without human intervention. This keeps invoices top-of-mind for clients and shortens payment cycles.

Flow Genius worked with the agency to design a custom automation. Reminders were triggered based on invoice status, with escalating messages for overdue accounts. Payment links and friendly language improved client response rates.

Implementation Steps

1. Audit your current accounts receivable process Identify where delays occur and which clients are habitually late.

2. Connect your accounting platform to Zapier Use QuickBooks or Xero’s Zapier integration to access invoice data.

3. Design automated reminder workflows Set up Zaps to trigger emails or SMS at key intervals: before due date, on due date, and after overdue.

4. Personalize message templates Include invoice details, payment links, and a polite tone to encourage prompt action.

5. Escalate for persistent late payers Add a step to notify account managers or send a final notice for invoices 30+ days overdue.

6. Monitor and optimize Review payment data monthly to refine timing and messaging for best results.

Results

Within three months, the marketing agency saw overdue invoices drop by 38%. Average days to payment fell from 41 to 24. The team reclaimed 40 hours per month previously lost to manual chasing. According to PYMNTS, automated reminders can reduce late payments by up to 49% (PYMNTS, 2024), and the agency’s improved cash flow allowed them to invest in new hires.

Key Takeaways + CTA

Automating accounts receivable with QuickBooks, Xero, and Zapier speeds up payments, improves cash flow, and saves staff time. Personalized, timely reminders keep your invoices top-of-mind—no awkward calls required. Ready to stop chasing payments and start growing? Contact Flow Genius at https://flowgenius.ai to automate your accounts receivable today.

FAQ

How does automation improve accounts receivable?

Automated reminders ensure clients are consistently prompted to pay, reducing forgetfulness and accelerating cash flow.

Can automation work with any accounting software?

Most major platforms like QuickBooks and Xero integrate easily with Zapier, enabling seamless automation.

Will clients find automated reminders annoying?

When crafted with a friendly tone and clear information, automated reminders are appreciated for their clarity and convenience.

What if I need to escalate overdue invoices?

Automations can escalate reminders or notify your team for personal follow-up if invoices remain unpaid after a set period.