What QuickBooks Online does on its own
If you haven't already, it's worth using what's built in. According to Intuit's help article on invoice reminders, at the time of writing QuickBooks Online lets you:
- Turn on automatic invoice reminders under Settings → Account and settings → Sales → Reminders.
- Schedule up to three reminders, each a set number of days before or after the due date (up to 90 days either way).
- Edit the subject and message, using fields like invoice number and company name.
- Send a reminder manually from an individual invoice, and send customer statements.
- Run and schedule the A/R Aging Summary and Detail reports so you see what's overdue.
Two details catch people out: automatic reminders only go to invoices that were emailed from QuickBooks, and the reminder schedule applies across the company rather than per customer. Features vary by plan and Intuit changes them over time, so check your own account settings.
Where QuickBooks stops and the real work starts
Reminders are the easy part of accounts receivable. The work that takes time is everything that happens after a reminder lands:
- Replies. "Please resend with our PO number." "Who do I send the W-9 to?" "We pay on the 15th." QuickBooks doesn't read or answer these, and if nobody owns the inbox they sit.
- Judgment. Your biggest customer and a first-time buyer shouldn't get the same message at the same time. Someone has to decide when to pause, when to call, and when a reply is really a dispute.
- Promises. A customer says "end of the month". Somebody needs to remember, check and follow up.
- Escalation. After the third reminder, there's no next step unless a person takes one.
- Cash application. One check covering six invoices, a short payment, an ACH with no remittance: those land as payments someone has to match correctly. See cash application.
- Visibility. The aging report tells you what's late. It doesn't tell you why, or what's been said. Our AR aging report guide covers how to read it.
How Mitt works with QuickBooks
Mitt is built first for QuickBooks Online. We do the setup, then our team runs your receivables day to day, with AI doing the heavy lifting and a person accountable for your account.
- We connect and set up. We connect your QuickBooks Online and set up the flow of invoices, customers and payments. There's nothing for you to configure.
- Reminders and replies in your name. Reminders go from your email address with the invoice and a way to pay. AI drafts answers to routine replies; our team oversees what goes out and handles escalations. Disputes and sensitive issues come to you.
- Customers pay you directly. A simple payment page shows customers what's open and lets them pay by card or bank transfer through your own QuickBooks payment account, so the payment is recorded in QuickBooks and the money goes straight to you. Standard processing fees from your provider apply. Mitt never holds funds.
- Cash applied, you kept informed. With full AR we apply payments to the right invoices, checking unclear matches before they're posted, and send forecasts and plain-English summaries. You approve write-offs, credits and settlements.
The QuickBooks Online connection, payment page and forecasts launch with our pilot clients in Dallas–Fort Worth, and we set each one up with you as it goes live.
Working with your bookkeeper
If a bookkeeper or accountant already works in your QuickBooks file, we agree in writing who records what, so nothing is entered twice and your books stay theirs to close. Many bookkeepers would rather not spend billable hours chasing invoices, and we're happy to work alongside them. Bookkeepers and fractional CFOs can learn about referring clients on the home page.
Not on QuickBooks Online?
QuickBooks Online comes first. If you use QuickBooks Desktop, Xero or something else, we can usually start from a CSV export of open invoices and customer contacts. Tell us what you use and we'll tell you honestly how it would work.
Frequently asked questions
Can QuickBooks Online send automatic payment reminders?
Yes. At the time of writing, QuickBooks Online lets you schedule up to three automatic email reminders per invoice, up to 90 days before or after the due date, for invoices sent from QuickBooks. Check your plan and settings, since features change.
What doesn't QuickBooks do for collections?
It doesn't read or answer customer replies, track promised payment dates, decide when to escalate, or resolve short pays and payments without remittance. Those take a person, which is the part Mitt handles.
Does Mitt need full access to our QuickBooks?
We ask for the least access the work needs and sign a written agreement first covering what we can access, how it's stored, who can see it and when it's deleted. For a free AR health check we only need an exported aging report, with customer names masked if you like.
Do customer payments go through Mitt?
No. Customers pay through your own QuickBooks payment account, so the money goes straight to you and is recorded in QuickBooks. Mitt never receives, holds or moves funds.
Will Mitt conflict with my bookkeeper?
We agree in writing with you and your bookkeeper who records what, so nothing is entered twice. You can also keep cash application in-house and have us handle follow-up only.