A growing business slashed overdue invoices by half and improved cash flow by automating invoice reminders and payment follow-ups with QuickBooks and Make (formerly Integromat). This workflow automation freed up hours for staff to focus on growth, not chasing payments.

By integrating QuickBooks with Make, the business set up a seamless system to send timely reminders and follow-ups automatically. This reduced manual workload, improved collection rates, and delivered a measurable impact on efficiency and revenue.

The Challenge

Late payments and overdue invoices were straining cash flow. The accounts receivable team spent up to 8 hours weekly manually tracking outstanding invoices, sending reminders, and following up with clients. According to QuickBooks research, 64% of small businesses face late payments, causing financial stress and lost productivity. The company needed a way to automate these repetitive tasks, reduce overdue accounts, and give the team more time to focus on growth initiatives.

The Solution

Flow Genius designed a workflow automation using QuickBooks and Make (Integromat) to handle invoice reminders and payment follow-ups. By connecting these platforms, the business could automatically identify overdue invoices, trigger reminder emails, and schedule follow-ups without manual intervention. This AI integration ensured consistent communication and reduced the risk of human error.

Implementation Steps

1. Analyze existing accounts receivable process and identify pain points, such as manual tracking and inconsistent follow-ups. 2. Connect QuickBooks to Make (Integromat) using secure API integration to enable real-time data syncing. 3. Build automated workflows in Make to: - Detect overdue invoices in QuickBooks. - Send personalized reminder emails to clients at set intervals (e.g., 3, 7, and 14 days overdue). - Escalate follow-ups for invoices overdue by more than 30 days, including optional SMS or phone call reminders. 4. Test the automation with a subset of clients to ensure messages are timely, accurate, and professional. 5. Monitor results and adjust timing, messaging, and escalation rules to maximize response rates and minimize overdue accounts. 6. Train the accounts team on monitoring the automation dashboard and handling exceptions or client replies.

Results

Within three months, overdue invoices dropped by 50%, and average days sales outstanding (DSO) improved by 21%. The team saved over 30 hours per month previously spent on manual follow-ups, reallocating this time to business development and customer service. Improved cash flow enabled faster reinvestment in growth initiatives. According to a 2024 McKinsey report, businesses that automate accounts receivable processes see up to 35% faster payment cycles and 20% lower administrative costs.

Mini Case Study: A regional consulting firm using this automation saw their overdue invoices fall from 40 to 20 per month, with cash flow increasing by $18,000 quarterly. Staff reported higher morale and more time for client engagement.

Key Takeaways + CTA

Automating invoice reminders with QuickBooks and Make dramatically reduces overdue payments, boosts cash flow, and frees up valuable staff time. Consistent, timely follow-ups improve client responsiveness and reduce administrative burden. Businesses leveraging workflow automation and AI integration gain a competitive edge in efficiency and growth.

Ready to automate your accounts receivable and unlock more time for growth? Contact Flow Genius today at https://flowgenius.ai to see how workflow automation can transform your business.

FAQ

How does automation improve accounts receivable efficiency? Automation eliminates repetitive manual tasks, ensures timely reminders, and reduces errors, leading to faster payments and less time spent chasing invoices.

Is it difficult to integrate QuickBooks with Make (Integromat)? With Flow Genius, integration is seamless. We handle setup, customization, and support, so your team can focus on results, not technical hurdles.

What kind of results can I expect? Most businesses see overdue invoices drop by 30-50%, improved cash flow, and significant time savings within the first quarter.

Can automation be customized for my industry or workflow? Absolutely. Flow Genius tailors automation and AI integration to your specific processes, client communication style, and business goals.