Turn overdue QuickBooks invoices into a controlled follow-up process.
QuickBooks can send a basic reminder. WiloSync is for businesses that want to see exactly who gets contacted, skip anyone who should be left alone, and send the reminder from their own Gmail — before anything goes out.
Available on any paid plan — from $39/month. View plans
Preview every customer before anything sends. Pause the workflow anytime. Your QuickBooks and Gmail stay connected under your control.
Before
You export a report from QuickBooks, work out who is overdue, and email each customer one by one — or you let it slide and the money sits there.
After
WiloSync reads your live QuickBooks invoices, shows you exactly who is overdue, and sends a polite reminder from your Gmail to the customers you approve.
What you get
See exactly who gets contacted
Every run shows the overdue customers first. Untick anyone you want to leave alone, then send — nothing goes out to a customer you did not approve on a manual run.
No spreadsheet to keep updated
Invoices are read live from QuickBooks on every run. Mark an invoice paid in QuickBooks and that customer simply stops getting reminders — no list to maintain.
Sent from your own Gmail
Reminders come from your address, so replies land in your inbox instead of a no-reply. Every run is recorded so you can see what was sent and when.
How it works
- 1
Connect QuickBooks Online and Google once under Integrations.
- 2
Each run pulls your overdue invoices that still have an open balance — straight from QuickBooks.
- 3
Preview the list and choose who to contact, or set a schedule to run on its own.
- 4
WiloSync emails each customer a polite reminder from your Gmail and records the result.
What your customer receives
Subject: A friendly reminder about invoice #1042
Hi Jordan, This is a quick reminder that invoice #1042 for $1,200.00 was due on May 15 and is currently showing as unpaid. If you have already sent payment, please ignore this note. You can reply directly to this email with any questions. Thank you, Riverside Contracting
What you control
- When it runs — on demand with Run Now, or on a schedule you set
- Exactly who gets contacted on a manual run — preview, then tick or untick each customer
- Marking an invoice paid in QuickBooks, which stops reminders for that customer automatically
- Pausing or turning the workflow off at any time
- The company name shown in the reminder emails
What you need
- A QuickBooks Online connection
- A Google account for sending (connect once under Integrations)
- Your company name set in Settings
About 5 minutes — no technical skills needed
Included in this workflow
- Live overdue-invoice lookup from QuickBooks — no spreadsheet
- Preview and choose exactly who gets contacted before sending
- Run on demand or on a schedule
- Reminders sent from your own Gmail
- Reminders stop automatically when an invoice is marked paid in QuickBooks
- A record of every run, with the ability to pause anytime
This is a premium workflow — it is not part of the free plan. You can preview everything on this page before subscribing, and activate it on a paid plan.
Available as a custom build
- Escalating reminders that change tone as an invoice gets further past due
- A “Pay now” link in the reminder so customers can settle in one click
- Text-message (SMS) reminders in addition to email
- Logging each reminder back onto the invoice in QuickBooks
- A summary to the owner of who was chased and how much is still outstanding
Questions
How is this different from QuickBooks’ own reminders?+
QuickBooks can auto-send a basic reminder. WiloSync lets you preview exactly which overdue customers will be contacted and untick anyone first, sends from your own Gmail so replies come to you, and keeps a record of every run. It is about control and visibility, not just sending.
Will it email customers without my approval?+
On a manual run you preview the list and choose who to contact — nothing sends until you do. If you set a schedule, it sends to every customer whose invoice is overdue at run time, so you stay in control by choosing whether to run manually or on a schedule.
What happens when an invoice is paid?+
Mark it paid in QuickBooks and that customer stops receiving reminders on the next run — automatically, because the invoice list is read live from QuickBooks each time.
Do I need a spreadsheet?+
No. This workflow reads your invoices directly from QuickBooks Online, so there is nothing to keep in sync.
Can I change the reminder wording?+
The workflow uses a professional default reminder. Fully custom wording, tone, and branding are available as a custom build.
Does it work with QuickBooks Desktop?+
This workflow connects to QuickBooks Online. QuickBooks Desktop is not supported.
Will this workflow stay updated?+
Yes. WiloSync may improve reliability and fix bugs automatically, but your connections, schedule, settings, and any reminder wording you have customized are never changed without your permission — you never need to delete and recreate it.
Ready to put this premium workflow to work?
Creating your WiloSync account is free. This is a premium workflow — subscribe to activate it and connect your tools, or request a custom setup and we’ll set it up for you.
Available on any paid plan — from $39/month. View plans
Update policy & sample files
How updates work
WiloSync may improve reliability and fix bugs in the background, but any settings you have saved and reminder wording you have customized are never changed without your permission. Invoice data always comes live from QuickBooks on each run — there is no sheet to sync.