A Monday-morning email listing every QuickBooks invoice coming due
One email every Monday: the invoices due this week, with customer and amount, so the owner knows who to call before money goes late. Your customers get nothing extra.
Busy-work it kills: opening QuickBooks Online* and running an A/R report every week (or forgetting to).
Check first: is it built in? This is an internal digest for the owner. For reminders to customers, use what you already pay for. Jobber (Connect and up) has automatic invoice follow-ups under Settings → Automations, and QuickBooks has its own reminder settings. Don't double-remind customers.
What you need
- QuickBooks Online. Gmail (or any email action).
- Zapier Professional: Digest needs a multi-step Zap, and Zapier marks QuickBooks Online as a Premium app (paid plans only). Or Make Free / n8n.
Build it in Zapier
- Trigger: QuickBooks Online → New Invoice Due. Set "days" to 7 (fires when an invoice becomes due within 7 days).
- Digest by Zapier → Append Entry and Schedule Digest: entry =
{customer} – #{doc number} – ${balance} – due {due date}; release weekly, Monday 7:00 AM. - Action: Gmail → Send Email to yourself with the digest's compiled text.
Make version
Scheduled scenario (weekly) → QuickBooks Search for Invoices (filter on due date within the next 7 days and balance > 0) → Text aggregator → Gmail Send an email. QuickBooks is a native Make app.
n8n version
Schedule Trigger (Mondays 7:00) → QuickBooks Online node, Invoice → Get All → Filter (due date ≤ today+7, balance > 0) → Gmail Send. n8n has no QuickBooks trigger node, so a schedule is the way to do it.
Monthly cost
| Platform | Plan | Est. monthly cost | Assumptions |
|---|---|---|---|
| Zapier | Pro, 750 tasks | $19.99 annual / $29.99 monthly (shared with your other Zaps) | Trigger + Digest are 0 tasks; ≈4–5 Gmail tasks/month. |
| Make | Free | $0 | ≈3–5 credits per weekly run → ≈20/mo of the 1,000 free credits. ESTIMATE. |
| n8n | Cloud Starter / self-host | €20/mo annual or hosting | ≈4–5 executions/month. |
Limits & gotchas
- Zapier's trigger fires per invoice as it enters the window. An invoice created already inside the window may not trigger. Test with a dummy invoice.
- If you use Jobber or Housecall Pro, both sync invoices one way into QBO. Payments recorded only in QBO won't flow back.
Want someone to set this up?
See automation consultants who work with trades.
Sources (official docs)
- https://zapier.com/apps/quickbooks/integrations
- https://zapier.com/apps/gmail/integrations
- https://zapier.com/pricing
- https://apps.make.com/quickbooks-modules
- https://docs.n8n.io/integrations/builtin/app-nodes/n8n-nodes-base.quickbooks/
- https://docs.n8n.io/integrations/builtin/core-nodes/n8n-nodes-base.scheduletrigger/
- https://help.getjobber.com/en/articles/automations/
- https://help.getjobber.com/en/articles/quickbooks-integration-faqs-new-quickbooks-integration/
- https://help.housecallpro.com/en/articles/6293215-quickbooks-online-syncing-information-from-housecall-pro
- https://www.make.com/pricing