Save time, reduce errors, and run your business more efficiently.
If you're still handling everything manually in QuickBooks, you're working harder than necessary. Automation isn't just a luxury—it's a strategic approach to saving time, minimizing errors, and maintaining consistency in your financial tasks.
Here are essential QuickBooks Online automation tools every small business should utilize, along with an advanced solution to take your automation to the next level.
🔁 1. Set Up Recurring Invoices and Bills
If you send the same invoice monthly or pay the same vendor regularly, automate it. QuickBooks allows you to create recurring templates to handle this for you, eliminating the need to recreate them each time.
Tip: Customize the frequency, start/end dates, and set reminders or automatic sends.
📩 2. Automate Payment Reminders
Tired of chasing down late payments? QuickBooks enables you to set up automatic reminder emails that go out before or after a due date.
Bonus: Personalize and schedule these reminders to maintain a professional tone.
📥 3. Use Bank Rules to Categorize Transactions Automatically
Manually categorizing expenses? There's a better way. With bank rules, QuickBooks can auto-categorize recurring transactions based on text, amounts, or account types. This is a significant time-saver and helps keep your books accurate.
📊 4. Schedule Recurring Reports
If you run the same reports weekly or monthly (P&L, cash flow, etc.), automate that too. QuickBooks allows you to schedule customized reports to be emailed to you or your team at regular intervals.
Pro tip: Schedule a weekly cash flow snapshot every Friday to stay informed.
🧾 5. Auto-Match Bank Transactions
By connecting your bank and credit card accounts, QuickBooks will automatically match incoming transactions with those in your books. All you need to do is review and approve—no manual entry is required.
🚀 6. Take Automation Further with Automate by Zaptiva
QuickBooks has powerful tools, but many businesses need more than basic automation. That’s where Automate by Zaptiva comes in. This AI-powered platform streamlines repetitive tasks, improves accuracy, and frees up your team’s time for more valuable work.
Peak Advisers clients have saved dozens and dozens of hours by implementing Automate — especially when managing invoicing, approvals, reconciliations, and other day-to-day tasks.
Here’s what Automate by Zaptiva can help you do:
Eliminate repetitive manual tasks
Reduce errors in data entry and reporting
Speed up approvals and document processing
Optimize how work moves across teams
Scale your workflows as your business grows
🔗 Learn more about Automate by Zaptiva and how it could save your business serious time.
💡 Pro Tip: Automation Works Best When Set Up Correctly
Improper automation can cause more problems than it solves. We assist businesses in setting up and fine-tuning their QuickBooks automation, ensuring everything runs smoothly behind the scenes.
📅 Book a QuickBooks automation checkup with Peak Advisers
❓Frequently Asked Questions
Can I edit or stop a recurring invoice once it’s active? Yes. You can pause, change, or delete recurring templates at any time—QuickBooks provides full control.
Will automated reminders annoy my customers? Not if it's set up correctly. You can customize timing and messaging so reminders are helpful, not intrusive.
Are bank rules safe to use? Absolutely—and they can significantly reduce bookkeeping errors. Regularly review your rules to ensure they still apply.