QuickBooks Online Bill Pay Review: Is It Right for Your Business?

Agreement & Next Steps Customer responds positively, saying that would be helpful.

• You: “Great. Let’s go over some possible options together and find a solution that works for both parties. I’ll send you an email summarizing our discussion and the agreed-upon plan by [Date]. Does that work for you?”

• You: “If this doesn’t work for you, please feel free to suggest something that would work better.”

• You: “Thank you for your cooperation, [Customer’s Name]. We appreciate your business and look forward to resolving this matter promptly. Is there anything else I can assist you with today?”

Customer says something along the lines of, “No, that covers it. Thank you for your understanding.

• You: “You’re welcome. Have a great day, [Customer’s Name].”

Customer responds with a request for copies of invoices, purchase orders, or other billing documents.

• You: “Absolutely, I’ll be sure to have someone from our billing department send those over to you right away. Feel free to let me know if there’s anything else you need.”

When to Make Collection Calls

The ideal time to make a collection call depends on a few factors. Generally, it’s best to act after payment is overdue but before it becomes a significant burden on the customer. Here are some guidelines:

• After the due date: Don’t wait months to initiate communication. Within one to three business days after the due date, consider sending a friendly email reminder. This can be a general nudge that the invoice is outstanding. For larger invoices or customers with a history of late payments, a courteous phone call around seven to 10 days past due might be appropriate.
• 30-60 days past due: This is a typical window to consider making your first collection call. By this point, it’s likely an oversight—and a courteous call can prompt payment. If your initial attempts haven’t yielded a response, consider a firmer email reminder five to seven days after the initial phone call or 14 days past due if no initial call was made. A second phone call around 30 to 45 days past due might be necessary, emphasizing the urgency of settling the outstanding balance.
• 60-plus days past due: For accounts over 60 days past due, a final email with a strong emphasis on the overdue amount and potential consequences of non-payment is warranted. If the debt remains unpaid after exhausting internal efforts, involving a professional collection agency might be necessary, especially for larger or more complex cases.

Remember, the goal is to collect the money while preserving customer relationships. Striking a balance between timely action and respectful communication is key.

Here are some additional factors to consider:

• Past behavior: If a customer has a history of late payments, you might initiate the call a bit sooner, especially if the amount is significant.
• Communication history: If the customer has already contacted you about the delay and offered a reason or timeline for payment, you can adjust your call timing accordingly.
• Customer relationship: For important or high-value accounts, a more personalized approach might be warranted. An earlier, friendly call can help to maintain a positive relationship.
• Account size: For smaller debts, a call might not be the most cost-effective approach. Consider following up with emails or letters first.
• Track and respond: Maintain a record of all communication attempts and respond promptly to any inquiries from the debtor. If assistance from a colleague is required, make sure they follow up with the customer and also do your own follow-up.
• Consider debtor preferences: If a debtor expresses a preference for email communication, prioritize that method while still following up with occasional calls.

If collection emails and phone calls are unsuccessful, you may need to send a collection letter, which highlights the late fees and potential consequences of non-payment. It also serves to document steps taken before considering legal action. Check out our guide on

If you’re wondering how to make collection calls, the following script balances professionalism with empathy, aiming to understand the customer’s situation while emphasizing the importance of resolving the overdue payment.

However, it’s important to keep in mind that the call may be a lot easier if you’re the owner. If you’re the bookkeeper or A/R clerk, you may have little or no power to solve the issue and instead have to pass it off to the right person while also assuring the customer that they are being taken seriously. Feel free to adjust the script as needed to fit your company’s tone and policies.

• You: “Hi, [Customer’s Name]. This is [Your Name] calling from [Your Business Name]. I hope I’m not catching you at a bad time.”

Customer has a positive response, like, “No, not at all. What can I do for you?”

• You: “Great, thank you. I want to touch base regarding invoice [Invoice Number], which was due on [Due Date]. I noticed that we haven’t received payment yet, and I wanted to see if there’s anything I can do to help resolve this matter.”

Customer has a negative response, such as, “It’s not a good time.”

• You: “I’m sorry to hear that. I just wanted to follow up regarding an overdue invoice. Could you please let me know the best time to call back?”

• You: “Can you please confirm if you’ve received this invoice? Sometimes emails can end up in spam folders or get overlooked.”

• You: “I understand that payment delays can sometimes happen due to various reasons. Could you share any challenges you might be facing that are causing the delay in payment?”

Customer didn’t receive the invoice.

• You: “I apologize for that. I’ll ensure you’re sent a copy of the invoice as soon as possible. Can I confirm your email address? I’ll also follow up to make sure that you received it.”

Customer received the invoice but refuses to pay.

• You: “I’d like to understand more about why you are refusing to pay this invoice. Does it have something to do with the service (or goods) we have provided?”

How to add and pay bills in QuickBooks Online

Does QuickBooks bill pay have a user review?

We could not find any user reviews for QuickBooks Bill Pay, which is likely because it is a new feature that was recently added to QuickBooks Online. QuickBooks Bill Pay is available with the following QuickBooks Online plans: Simple Start, Essentials, Plus, and Advanced. It isn’t available for the Self-Employed plan.

How much does QuickBooks Bill Pay cost?

In addition, you’ll need a monthly subscription for QuickBooks Online, which ranges from $30 to $200 per month. Visit QuickBooks We could not find any user reviews for QuickBooks Bill Pay, which is likely because it is a new feature that was recently added to QuickBooks Online.

Which QuickBooks Bill Pay Plans are available?

QuickBooks Bill Pay is available with the following QuickBooks Online plans: Simple Start, Essentials, Plus, and Advanced. It isn’t available for the Self-Employed plan. Users can activate QuickBooks Bill Pay from within their QuickBooks Online account. Here’s a summary of each QuickBooks Bill Pay pricing plan:

How do bill payments work with QuickBooks?

Combine bill payments with your accounting process so your bills data moves seamlessly within QuickBooks. You can schedule an online bill payment and we’ll send the funds for you. Or, if your vendor doesn’t accept online payments, we can mail a physical check for you.