Comparison · QuickBooks Online · 2026
Accounts receivable in QuickBooks Online: what the reminders don't do
QuickBooks Online covers accounts receivable up to the reminder. It records the invoice, ages it, and can email up to three reminders on a company-wide schedule. It has nothing for what happens next — the reply, the promise to pay on Friday, the dispute, the approval before a message goes out. That gap is what the tools compared below fill. One of them is ours, so start with the disclosure.
Updated · vendor pricing verified against each vendor's own pages on that date
Built in
What QuickBooks Online already does for receivables
More than most add-on vendors admit. If this list covers your customers, you do not need a tool.
Ages every open invoice
The A/R Aging Summary and A/R Aging Detail reports bucket what you are owed by how late it is, and the Open Invoices and Customer Balance reports show it per customer.
Sends up to three automatic reminders
Turn on Automatic invoice reminders under Settings › Sales › Reminders and QuickBooks emails up to three reminders per invoice, each a chosen number of days before or after the due date. The schedule is set once, for the whole company.
Sends statements
Balance-forward, open-item and transaction statements, one customer at a time or as a batch.
Takes the payment
With QuickBooks Payments switched on, the emailed invoice carries a Pay now link, and the payment records itself against the invoice.
Stops when the invoice is paid
A reminder never goes out for an invoice QuickBooks already shows as paid — the one thing every tool in this comparison also has to get right.
The gap
What don't QuickBooks Online invoice reminders do?
QuickBooks Online reminders are a schedule, not a workflow. They send the same three emails on the same days to every customer, from Intuit's shared address rather than yours, and they stop only when the invoice is paid. Nothing else changes them: a customer who replies “I'll pay Friday” gets the next reminder anyway, a disputed invoice keeps being chased, and there is no step where a person looks at tomorrow's sends before they go. Replies come back to whichever inbox is on your company settings, with no record against the invoice. There is no way for a customer to promise a date without phoning you, and no shared view for two people chasing the same account. If your customers pay when nudged, that is enough. If they answer, negotiate, dispute or go quiet, the work moves into someone's inbox and memory — and that is the part accounts receivable tools for QuickBooks exist to hold.
One schedule for every customer
Your best client and your slowest payer get the same reminders on the same days. There is no per-customer cadence and no way to tone a sequence down for an account you want to keep.
Sent from Intuit's address, not yours
Every reminder arrives from quickbooks@notification.intuit.com — the same sender on millions of invoices, and imitated by phishers so often that Intuit publishes a page on how to recognise the real one. Replies go to whichever address is in your company settings, with nothing tying them to the invoice.
No memory of what the customer said
A promise to pay next week, a query about the PO number, a dispute over one line: none of it lands on the invoice. It lives in an inbox, and the next reminder does not know it happened.
Nothing pauses except payment
A disputed invoice is chased exactly like an ignored one. The only event QuickBooks reacts to is the payment posting.
No approval step
Reminders are on for every open invoice or off. There is no queue where someone reviews tomorrow's sends, and no first live send that a person confirms.
Nowhere for the customer to commit
QuickBooks Payments takes a card. It does not take a promise. A customer who cannot pay today has no way to tell you a date except to call or write, and no portal that records it.
No shared view
Two people chasing the same account cannot see what the other has done, sent or been told.
The tools
Accounts receivable tools that connect to QuickBooks Online
Eight things a QuickBooks user actually asks about, answered from each vendor's own pages: what it costs to start, how many people can use it, what it meters, whether a person approves each send, whose name is on the email, whether the customer gets a portal, whether it writes into your ledger, and what you can try for free.
| Tool | Entry price | Users at entry | What is metered | Approval before send | Sends from | Customer portal | Writes to QuickBooks | Free access |
|---|---|---|---|---|---|---|---|---|
| QuickBooks built-in reminders | Included in your QuickBooks Online plan | Everyone on your QuickBooks plan | None | No — reminders are on for every open invoice, or off | Intuit's address (quickbooks@notification.intuit.com), replies to your company email | Pay-now link only, with QuickBooks Payments; no way to promise a date | It is QuickBooks | Included |
| DueTrail | €49/mo (€41/mo billed yearly) | Unlimited | 75 open cases at a time on Starter; nothing on Team (€149/mo) | Yes — every send waits for a person by default; automation is opt-in per workflow | DueTrail's shared domain (reminders@mail.duetrail.com) with your company name in the From line; replies go to your inbox | Yes — the customer sees what is outstanding and can promise a date | No — read-only connection | The whole product in Review Mode: no card, no time limit; only live sending is paid |
| Paidnice | $69/mo (€59/mo) | 2 | 150 invoices and 600 emails a month at entry | No — automatic; a Safe Mode for testing before anything sends | Your own domain on Pro ($99/mo); not stated for the entry plan | Yes | Yes — late fees and interest are written to QuickBooks | First 20 actions free |
| Chaser | £199 / $259 / €239 per month | 4 | Annual revenue: entry plan up to £4 million | Not stated — chasing is described as automatic | Your own email address, with your signature | Yes | Not stated | Free trial; length not stated |
| InvoiceSherpa | $49/mo ($41/mo billed yearly) | Not stated | 100 open invoices at entry; 1% fee on payments taken through it | Not stated — described as automated workflows | Your company domain | Yes — branded, with card payment | Yes — payments are reconciled back to QuickBooks | 14-day trial, no card |
| Solido | $49/mo | 1 | 100 emails a month at entry, then $0.79 each | Yes — each AI-drafted reminder is approved by you | Your own Gmail or Microsoft 365 mailbox | Not stated — you record a customer's promise yourself and reminders hold until the date | No — read-only; it says so on its QuickBooks page | 30-day trial, card required |
| Unpaid | A$29/mo | 1 — team members only from A$129/mo | 10 invoices a month at entry | Yes — Approve, Edit or Skip on every AI-drafted reminder | Not stated; a custom sending domain from A$49/mo | Yes — the customer can pay or promise a date | Not stated | 14-day trial, no card |
Verified against each vendor's own pricing and QuickBooks pages on the date shown at the top of this page; any of it may have changed since. "Entry price" is the lowest publicly listed plan, in the currency the vendor lists first. "Not stated" means the vendor's pages do not say.
InvoiceSherpa's 1% fee applies to payments taken through its portal and is waived when payments run through Propelr.
Chasivo ($0–$69 a month, sending from your own Gmail or Outlook) lists QuickBooks Online as coming soon, so it is not in the table yet.
Pick by situation
Which one, for which team
Find the row that sounds like you. Most of them do not point at us.
Your customers pay when nudged, and you just want the nudge on a schedule
Turn on the three reminders and buy nothing. A dedicated tool earns its price only once the replies become the work — promises to track, disputes to pause, an approval step, a shared queue.
You want late fees and interest applied, and statements sent, without touching QuickBooks yourself
It is the only tool in the table that writes fees and interest back into your ledger, and statement runs are part of the product. Automatic by design; the Safe Mode is for testing, not for approving each send.
You want the payment to land back in QuickBooks and a US-style portal that takes cards
Payments taken through its portal reconcile back to QuickBooks automatically. Budget for the 1% payment fee unless you route payments through Propelr.
You want forecasting, credit checks, or people to take over the chasing
Cash-flow forecasting and credit insight sit next to the chasing, and its Care add-on puts a specialist on your receivables. It starts at £199 a month for four users, tiered by your revenue.
You want AI to draft each reminder and to approve every one from your own mailbox
Reminders go out from your own Gmail or Microsoft 365 account after you approve them, and it writes nothing back. The entry plan is one user and 100 emails a month at $49; Unpaid does the same job in Australia from A$29 for up to 10 invoices a month.
You want a person to approve every send, a portal where the customer promises a date, unlimited users, and to evaluate all of it on your real ledger for free
Connect QuickBooks read-only, import your open invoices, and work every case in Review Mode with no card and no time limit — the only thing held back is live sending. When you go live it is €49 a month for up to 75 open cases, or €149 for unlimited, with no per-seat fee on either.
Frequently asked questions
Does QuickBooks Online have accounts receivable automation?
Partly. QuickBooks Online ages your invoices, reports on them, sends up to three automatic reminders per invoice on a company-wide schedule, and takes payment through QuickBooks Payments. It does not handle what comes back — replies, promises to pay, disputes — and it has no approval step or shared follow-up queue. That is the part the tools on this page add.
Can I set a different reminder schedule for each customer in QuickBooks Online?
No. The reminder schedule is set once, under Settings › Sales › Reminders, and applies across the company. Per-customer or per-situation cadences are one of the main reasons teams add a tool on top.
Do I have to turn off QuickBooks reminders to use one of these tools?
No, but most teams do, so a customer never receives two reminders about the same invoice from two different senders. If you keep both, a workable split is QuickBooks for the before-due-date nudge and the tool for everything overdue.
Does DueTrail change anything in QuickBooks?
No. The connection is read-only. DueTrail imports open and overdue invoices and their customers, re-checks payment status every hour so an invoice paid in QuickBooks is never chased, and writes nothing back. Marking a case paid in DueTrail never touches QuickBooks.
What does "free until you send" mean?
Everything except live sending. You can connect QuickBooks, import your invoices, open every case, edit the templates and preview every reminder with no card and no time limit. Billing starts only when you send a live reminder or switch on automation: €49 a month for up to 75 open cases at a time, or €149 a month for unlimited.
How the read-only connection works, step by step: DueTrail for QuickBooks Online →
Connect QuickBooks read-only and see your own queue — free.
Everything except live sending is free, with no card and no time limit. Import your open invoices, read every case, and approve nothing until you are ready.