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August 8, 2025
Question

Payment reminders; edit body text

  • August 8, 2025
  • 1 reply
  • 13 views

I've been trying to set up Payment Reminders, and keep getting text I can't find... and can't edit if I can't find it.

So far, I've set up Reminder Schedules, but I've got one that I still can't narrow down: Reminders are set to combine overdue invoices into a single email, as multiple emails seems inefficient and annoying. But when someone has invoices that fit into more than one "reminder" schedule, I get body text I can't locate anywhere in QB. It was clearly set up at some point by someone, but includes outdated information (contact name, banking info) so needs to be updated.

 

For clarity: The sample customer has two open invoice. One is 32 days out, so gets a fairly strongly-worded Reminder about sending payment. The second invoice is 28 days out, so gets a mildly-worded Reminder. The filter point is at 30 days. If I remove the tag to combine invoices into a single email, each invoice gets the appropriate body text. But if the marker is set to combine the invoices, I get a body text that's downright milquetoast (with, as I said, obsolete contact details), that I can't locate anywhere in the Payment Reminders system.

 

If the customer's account is flagged for both invoice and statement reminders, I get yet another mild, generic body text. This tells me there is still some place in QB that text is stored for payment reminders, that I haven't found yet.

 

Can anyone here help me find where else such default text is stored?

1 reply

Level 5
August 8, 2025

Hey TwelveSquare!

 

Welcome to the QuickBooks Community! You can edit that payment reminder by following the steps below to edit your reminder message. Here's how:

 

  1. Go to Settings Settings gear icon. and select Account and settings.
  2. Select the Sales tab.
  3. In the Reminders section, select Edit ✎.
  4. In the Subject line field, edit the subject line as needed. Tip: We recommend you keep "reminder" in the subject.
  5. Select the Use email greeting checkbox to personalize your greeting. Select a greeting from the dropdown fields.
  6. In the Email message field, clear the message text and craft your own. Or you can use the default message.
  7. Select Save, then Done.

 

Drop a comment below if you need anything else about invoices or email bodies. I'll surely be right here if you need help.