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Finance · USE CASE

Know which invoices need a follow-up.

Find overdue QuickBooks invoices with a balance, check what is still owed, and prepare the next follow-up.

QuickBooks Online
Try it with your data Free with up to 3 data sources · No credit card
A WORKED EXAMPLE
Overdue balances to review
Invoice 10427 days overdueNov 1 → $600
Invoice 10483 days overdueNov 5 → $1,200
Invoice 1054Not dueNov 12 → $900
Current balances · Example review Nov 8, 2026

Two overdue invoices still have $1,800 outstanding in USD.

EXAMPLE CONVERSATION

Your question.
A useful answer.

✦ AI assistant
QuickBooks Online
YOU

  1. 01
    QuickBooks · Due Nov 17 days overdue

    Next

  2. 02
    QuickBooks · Due Nov 53 days overdue

    Next

Example review · Nov 8, 2026 · USD

01 · CONNECT YOUR DATA

Your tools. One place to ask.

1 of 3 Free data sources
No credit card · Daily refresh

QuickBooks Online
DatapipeYour project
Your AI assistantor a report in Sheets / Data Studio
  1. Create your free workspace

    Sign up with your company email. Your first project opens on Data sources.

  2. Add your data source

    Choose the accounts for this workflow. Authorize access and select the property or site.

  3. Bring your question

    Connect your project to a supported AI assistant, or build your source reports.

Create a free account →
Setup steps & what you need

Email/password signups confirm their email first. Use Google signup with a company account if you prefer.

  • QuickBooks Online: Add your QuickBooks company through the available authorization flow in Data sources. Check availability ↗

Free includes 3 data sources across the workspace. One account/property added to one project counts as one. Extra properties or the same account in another project use another slot.

02 · ASK A USEFUL QUESTION

Start with a prompt.
Follow the evidence.

Copy these in order into your connected assistant.
Each builds on the answer before it.

01

Find the overdue balances

Read the full prompt
Use only this project’s authorized data sources. Discover the accounts, datasets and fields first. Confirm the account, review timezone and reporting coverage. Preserve missing data instead of substituting examples.

Read QuickBooks invoices for a transaction-date window broad enough to include our outstanding invoices. Using the company timezone and review date, return invoice ID, number, transaction date, due date, current balance and currency for balances above zero and due dates in the past. Flag missing due dates and possible omissions from the selected window.
02

Prioritize the invoice review

Read the full prompt
Using those returned invoices, group balances by currency and due-date age. Use remaining Balance, not TotalAmt, for amounts still outstanding. Identify partial payments and ask which review policy to use. Do not reconstruct historical receivables or add unlike currencies.
03

Prepare the follow-up list

Read the full prompt
For each overdue invoice, provide the number, current balance, days past due, and next payment or dispute check. Recheck the current invoice before preparing a message. Do not send reminders, create transactions, or change accounting records.
Need to connect your assistant?Check data source availability ↗

03 · USE WHAT YOU FIND

Follow up on the remaining balance, not the original invoice total.

  1. 01

    Choose a transaction-date window that covers the invoices you need.

  2. 02

    Filter current balances above zero and due dates before your review date.

  3. 03

    Confirm payment activity before sending a follow-up.

Check the result at your next review.

At the next review, re-read current balances and track which invoices were resolved. Keep currencies separate and use appropriate accounting reports for historical receivables.

Implementation tips for this use case

Have the responsible finance operator check current balances, payments and disputes, then use the list in your existing follow-up process.

WHEN YOU NEED MORE CONTEXT

Go a little deeper.

The method and reporting checks
behind this example.

How to find overdue invoices with remaining balances

  1. Choose a window that covers the invoices.

    QuickBooks invoices are selected by transaction date. Include enough history to capture older outstanding invoices; a recent-month window is not a complete receivables ledger.

  2. Keep due date, balance and currency together.

    Use native invoice ID, DocNumber, DueDate, Balance and CurrencyRef.value. Filter balances above zero and due dates before the review date in the company timezone. Keep missing due dates separate.

  3. Review payment activity before outreach.

    A partial payment changes the remaining balance. Confirm the current record and any recent payment or dispute before preparing a follow-up. Separate each currency and keep the outreach itself in your normal workflow.

See the complete example report
EXAMPLE REPORTFictional sample data

Overdue balances to review

Current balances · Example review Nov 8, 2026

Overdue balances to review · fictional sample data
InvoiceDue dateBalance · USDReview
Invoice 1042Nov 1$6007 days overdue
Invoice 1048Nov 5$1,2003 days overdue
Invoice 1054Nov 12$900Not due
WHAT TO LOOK ATTwo overdue invoices have $1,800 outstanding in USD.

Follow up on the remaining balance, not the original invoice total.

Illustrative report output · no live query or source change

Invoice 1042 was partially paid: its original total was $2,400 and its remaining balance is $600. Invoice 1048 has $1,200 outstanding. Keep due date, balance, and currency together.

Try the example with sample CSVs

Fictional rows matching the example above. Attach these files to your assistant for a sample analysis.

Data method, reporting checks & sources

Read QuickBooks invoices by transaction date, then evaluate their current Balance and DueDate. Compare dates in the company timezone and keep each currency separate. The selected transaction window is not a complete historical accounts-receivable ledger.

Current balances do not recreate past receivables. A narrow transaction window may omit older overdue invoices. Missing due dates need review, and a balance may change after the report is read.

  • The transaction-date range can include older outstanding invoices.
  • Remaining balances stay in their original currency.
  • Current payments or disputes are checked before outreach.
  • An authorized QuickBooks company.
  • A transaction-date window covering the invoices and a chosen review date.
  • Current balances and transaction currencies; payment review before outreach.

For blended reports, align dates, normalized URLs, and reporting grain. Query-level search rows must not duplicate page-level sessions. This is an illustrative workflow; live accounts and destinations need their own setup.

QuickBooks invoice status and balances ↗

A FEW USEFUL ANSWERS

Before you start.

Does a recent transaction-date window include every overdue invoice?

No. An older invoice can remain unpaid. Choose a window that covers the invoices you need, and check reporting coverage before calling the list complete.

Should I follow up for the invoice’s original total?

Use the current remaining balance after confirming payment activity. A partially paid invoice can have a much smaller amount outstanding than its original total.

YOUR NEXT STEP

Try it with your own data.

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