How To Show Due Dates In QuickBooks

One of the key features in any accounting system is the ability to manage due dates for invoices, bills, and other financial transactions. QuickBooks, whether you’re using QuickBooks Online or QuickBooks Desktop, offers robust tools for setting and displaying due dates.

Showing due dates clearly helps you:

• Get paid faster by reminding customers when payment is due.
• Avoid late fees and missed payments to vendors.
• Improve cash flow management.
• Maintain accurate financial records.

In this guide, you’ll learn how to set, display, and manage due dates across your transactions in both versions of QuickBooks.

What Are Due Dates in QuickBooks?

Due dates in QuickBooks are the dates by which payments must be received or made. For example:

• Customer Invoices: When your customers must pay you.
• Vendor Bills: When you owe your vendors or suppliers.
• Statements & Reminders: Sent to notify customers of upcoming or overdue payments.

QuickBooks allows you to set default terms (like Net 30) or customize due dates per transaction.

Showing Due Dates in QuickBooks Online (QBO)

Step 1: Set Default Payment Terms

QuickBooks calculates due dates based on payment terms (e.g., Net 15, Net 30).

1. Click the Gear icon (⚙️) in the top right corner.
2. Choose Account and settings.
3. Select the Sales tab.
4. Find the Sales form content section.
5. Under Preferred invoice terms, choose your default (e.g., Net 30).
6. Click Save, then Done.

This sets a default due date for all new invoices.

Step 2: Show Due Dates on Invoices

To ensure customers can see the due date on invoices:

1. Create a new invoice by clicking + New > Invoice.
2. Choose a customer.
3. The Terms field will auto-fill based on default settings, or you can change it per invoice.
4. QuickBooks will automatically calculate the Due Date.
5. The Due Date field will be displayed on the invoice form.
6. Save or send the invoice – the due date will appear in the PDF and email body.

To customize the invoice template to emphasize due dates:

• Go to Gear > Custom Form Styles.
• Choose or create a style.
• In the Content tab, click on the Header or Footer and ensure Due Date is checked.
• You can drag and reposition fields for better visibility.
• Click Done to save.

Step 3: View Due Dates in Customer and Transaction Lists

QuickBooks Online allows you to track due dates across multiple views:

• Sales > Invoices: Shows a list of all invoices with Due Date and Status (e.g., Overdue, Paid).
• Customers > [Customer Name]: View open invoices and their due dates.
• Reports: Use the Accounts Receivable Aging Summary or Detail to see due dates categorized by how overdue they are.

Bills and Vendor Due Dates

1. Go to + New > Bill.
2. Choose a vendor.
3. Set Terms (Net 15, etc.) or manually enter a Due Date.
4. The due date will appear at the top of the bill and in vendor reports.

Use Reports > Accounts Payable Aging Summary to view upcoming and overdue bills.

Automate Reminders for Due Dates

1. Go to Gear > Account and Settings > Sales > Reminders.
2. Turn on Invoice reminders.
3. Customize when reminders are sent (e.g., 3 days before due date).
4. Save your settings.

This automation helps ensure customers are notified of upcoming due dates.

Showing Due Dates in QuickBooks Desktop

QuickBooks Desktop offers even more granular control over how due dates are set and displayed.

Step 1: Set Default Terms and Due Date Preferences

1. Go to Edit > Preferences.
2. Select Sales & Customers or Bills (depending on transaction type).
3. In the Company Preferences tab, set default terms such as:
   • Net 15, Net 30
   • Due on receipt
   • Custom terms
4. Click OK to save.

These terms will be applied automatically to new invoices or bills and used to calculate due dates.

Step 2: Show Due Dates on Invoices and Forms

1. Go to Customers > Create Invoices.
2. Choose a customer.
3. Set the Terms (or use default).
4. The Due Date will be automatically calculated and shown on the invoice window.
5. To print or email the invoice:
   • Click Print/Email > Preview to ensure the due date is included.
   • Modify the invoice template if needed (see next step).

Step 3: Customize Invoice Templates to Include Due Dates

1. Go to Lists > Templates.
2. Choose your invoice template and click Edit Template.
3. Click Additional Customization.
4. In the Header tab, ensure Due Date is checked under both “Screen” and “Print.”
5. Position the Due Date field where you want it to appear on the form.
6. Click OK and save the template.

Step 4: Track Due Dates in Lists and Reports

• Customer Center: View each customer’s open invoices and their due dates.
• Bill Tracker: Go to Vendors > Bill Tracker to see all bills and their due dates.
• A/R & A/P Aging Reports: Navigate to Reports > Customers & Receivables > A/R Aging Summary or Vendors & Payables > A/P Aging Summary.
• Invoice List View: Customize columns to show the due date by clicking Customize Columns and selecting Due Date.

Set Payment Reminders

QuickBooks Desktop doesn’t have built-in email reminders like QBO, but you can:

• Use Calendar View (Company > Calendar) to see due dates by day.
• Use To-Do Lists or integrate with Outlook to create reminders.
• Use third-party apps or QuickBooks Enterprise features for automation.

Properly setting and displaying due dates in QuickBooks is crucial for maintaining a healthy financial workflow. Whether you’re invoicing customers or managing vendor payments, due dates help you stay on top of your obligations and keep your business running smoothly.

Both QuickBooks Online and Desktop provide powerful tools to manage due dates, but it’s up to you to ensure they’re set up and visible where it matters most. By customizing templates, using reports, and automating reminders, you can drastically reduce late payments and improve overall efficiency.