How to Automatically Schedule Remittance Emails in QuickBooks Online

The Problem: Manual Remittance Sends Are Tedious and Error-Prone

If you manage accounts payable and use QuickBooks Online, you know the drill: a payment is created, and then someone on your team has to remember to send the vendor a remittance advice email. Maybe they do it right away. Maybe they forget and do it the next day. Maybe they never do it at all, and the vendor calls to ask what that deposit was for.

Manual remittance sends have several problems that compound as your business grows:

• Inconsistent timing. Some vendors get notified immediately, others wait hours or days, and some never hear from you at all. There is no system — just individual effort.
• Human error. Wrong vendor email, wrong payment selected, or forgetting to send entirely. When remittance depends on someone remembering to do it, mistakes are inevitable.
• Time cost. Even when everything goes right, manually composing and sending remittance emails for 20-30 vendors after a payment run takes significant AP staff time.
• No safety net. If a payment is voided or changed after you sent remittance, there is no automatic way to retract or update the notification. The vendor has stale information.

The core issue is that sending remittance advice should not be a separate manual step. It should happen automatically as part of your payment workflow, with the option to review and adjust before anything goes out.

What Scheduled Emails Solve

The Remittance Advice app now includes automatic email scheduling that eliminates the manual send problem entirely. When you enable scheduled emails, remittance advice is automatically queued every time a new bill payment is created in QuickBooks Online. No manual step required.

Here is how it works at a high level:

• Auto-queue from QuickBooks. When a bill payment is created in QBO, the app detects it and automatically queues a remittance email to the vendor. No clicking, no remembering.
• Configurable review window. Emails do not send instantly. You set a review window (for example, 30 minutes) during which you can review, edit, or cancel any queued email before it goes out.
• Edit before send. During the review window, you can change the recipient email, adjust the message, or modify the timing. Full control without manual composition.
• Auto-cancel on void. If a payment is voided in QuickBooks before the email sends, the scheduled email is automatically cancelled. No stale remittance going out the door.

The result: every vendor gets timely, accurate remittance advice without your AP team lifting a finger. And you still have full control to intervene when needed.

How to Set It Up

Enabling automatic email scheduling takes about 30 seconds. Here is the step-by-step process:

That is it. Once enabled, every new bill payment in QuickBooks will automatically generate a queued remittance email. You will see them appear in your dashboard under the Scheduled tab.

Managing Pending Emails

After auto-scheduling is enabled, your dashboard will show a list of pending emails whenever new payments are created. Here is what you can do with each one during the review window:

Review the Details

Each scheduled email shows the vendor name, recipient email address, payment amount, invoices covered, and the time remaining before it sends. You can click into any email to see the full remittance document that will be delivered.

Edit Before Sending

Need to change the recipient? Add a CC? Adjust the email message? You can edit any queued email before it sends. This is useful when a vendor has a different AP contact for certain payments, or when you want to add a note about a specific transaction.

Cancel an Email

If you do not want a particular remittance email to go out, cancel it with one click. The email is removed from the queue and the vendor will not be notified. This is useful for internal transfers, test payments, or any situation where remittance advice is not needed.

Automatic Cancellation

If a bill payment is voided or deleted in QuickBooks Online before the scheduled email sends, the email is automatically cancelled. This prevents vendors from receiving remittance advice for payments that no longer exist — a common problem with manual sends where someone might not realize a payment was reversed.

Manual Scheduling: Presets and Custom Timing

In addition to automatic scheduling, you can also manually schedule individual remittance emails for a specific date and time. This is useful when you want to control exactly when a vendor receives their notification.

When composing or editing a remittance email, you have several scheduling options:

• Send now. Deliver the email immediately, bypassing any review window.
• Send in 30 minutes. A quick-preset for a short delay.
• Send in 1 hour. Gives you more time to review before delivery.
• Send tomorrow morning. Queues the email for the next business day at 9:00 AM in your configured time zone.
• Custom date and time. Pick any future date and time for delivery. Useful for coordinating remittance with specific payment processing schedules.

All scheduled emails — whether auto-queued or manually scheduled — appear in the same Scheduled tab on your dashboard. You can manage them all from one place.

Why This Matters for Your AP Workflow

Scheduled emails transform remittance advice from a manual task into an automated part of your payment process. The practical benefits are significant:

• Zero missed notifications. Every payment automatically generates a remittance email. No vendor gets forgotten.
• Consistent timing. Vendors receive remittance advice within a predictable window after every payment, which helps them reconcile faster.
• Fewer vendor inquiries. When vendors always know what a payment covers, they stop calling your AP team to ask. Less back-and-forth, fewer interruptions.
• Protection against stale emails. Auto-cancellation on voided payments means vendors never receive remittance for transactions that did not go through.

For businesses processing more than a handful of payments each week, scheduled emails save hours of manual work every month while improving the vendor experience on both ends.

Getting Started

Scheduled emails are available to all Remittance-Advice.com users on the standard plan ($14.99/month). If you already have an account, you can enable auto-scheduling right now in Settings > QuickBooks.

If you are new to the app, getting started takes less than 5 minutes:

1. Create a free account — no credit card required, 1 month free trial.
2. Connect your QuickBooks Online account with one click.
3. Enable auto-scheduling in Settings and set your review window.
4. Create a payment in QuickBooks and watch the remittance email queue automatically.

That is all it takes. Your vendors get timely, accurate remittance advice. Your AP team saves hours of manual work. And you have full control to review, edit, or cancel anything before it goes out.