How to Send Payment Reminders and Late Fees With the Payments AI in Intuit Enterprise Suite

Before you start

• You're in the US. Intuit says the Payments AI is only available to US customers on QuickBooks Online Essentials, Plus or Advanced, or Intuit Enterprise Suite.
• Your user has permission to create or edit invoices. The Payments AI is only available to those users.
• Intuit's article doesn't say whether each suggestion needs a QuickBooks Payments account. The payment methods it suggests include credit card, ACH bank payments, PayPal and Venmo.

Step 1: Open the Payments AI panel

1. 1Create a new invoice or open an existing one. The Payments AI panel appears. Some suggestions show even on a blank invoice.
2. 2To open the panel yourself, select the Intuit AI icon.
3. 3Your curated insights show at the very top of the panel.

Step 2: Approve a reminder schedule

1. 1Let the Payments AI remind customers about invoices that aren't paid by the due date.
2. 2Review the reminder schedule it suggests before you approve it.
3. 3Edit the reminder message if you need to. The AI writes it with current details such as the invoice number, customer name and due date.

Step 3: Turn reminders off if you don't want them

1. 1Go to Settings, then select Account and settings.
2. 2Select Sales, then find the Reminders section.
3. 3Select the Pencil ✎ icon to edit the section.
4. 4Turn off Automatic invoice reminders.
5. 5Select Save, then Done.

Step 4: Set a late fee policy

1. 1Review the late fee the Payments AI suggests. You can customize it.
2. 2Apply it. The fee covers late invoices created after you apply it.
3. 3To turn off or change late fees for all invoices, go to Settings and turn off Late Fees in the Sales section.

Step 5: Offer the suggested payment methods

1. 1Select the customer on the invoice. The AI suggests payment methods based on that customer's payment history and overall trends, such as credit card, ACH bank payments, PayPal and Venmo.
2. 2Apply only the methods you need.
3. 3If you use a suggested method, the AI updates the payment instructions so the customer can see how to pay you.

Step 6: Send the invoice with a personalized email

1. 1Once the invoice is ready, select Save and Send.
2. 2Review the proposed email. The AI writes a subject line for that invoice and customer. If you have a default subject line or email body, it shows first.
3. 3To stop using the AI suggestions, select your default subject line and default email body. It remembers this for future invoices.

Step 7: Auto-fill an invoice from a document (optional)

1. 1Find the Auto-fill option in the For You section.
2. 2Drag and drop the file, image or text into the Auto-fill section, or use the file selector to upload it.
3. 3Review the details the AI adds to the invoice. You might be asked to double-check some of the data.

The same article says the Payments AI can start an estimate from a customer email in Gmail or Outlook. You connect your Gmail or Outlook account first, then select Autofill estimate for a lead.

If something doesn't look right

• You don't see the Payments AI panel: it's only for US customers, and only for users who can create or edit invoices. You can also select the Intuit AI icon to open it.
• Reminders are going out that you don't want: turn off Automatic invoice reminders under Settings > Account and settings > Sales > Reminders.
• An older late invoice has no late fee: the suggested fee applies to late invoices created after you apply it.
• You'd rather not use the AI's email: select your default subject line and default email body. It remembers the choice.

Where Intuit Enterprise Suite leaves the work to you

• Every reminder schedule is a suggestion that someone has to approve.
• A new late fee policy doesn't reach invoices created before you applied it.
• Intuit's article covers reminder messages. It doesn't cover disputes, short payments or calling a customer.
• Intuit's Payments AI article doesn't cover matching incoming payments to invoices.
• Companies outside the US don't get the Payments AI.

How Logistify helps

Logistify doesn't send reminders, charge late fees or chase customers. When customers pay, its Accounts Receivable Service matches payments from your bank file to open Intuit Enterprise Suite invoices. It's a managed service, not a connector or app. For the IES side, see how to match bank deposits to invoices in Intuit Enterprise Suite.