Paidnice
Paidnice chases unpaid Xero and QuickBooks Online invoices with email and SMS reminders, statements and late fees, following policies you approve and handing stuck accounts to a person.
Not tested by JuicyAgents · Reviewed 2026-10-15
- Can replace
- Manual credit control in Xero or QuickBooks Online, Spreadsheet debtor trackers
- Integrations
- XeroQuickBooks OnlineStripeSlackMicrosoft TeamsZapier
OVERVIEW
About Paidnice
Paidnice is a credit control agent for businesses that invoice through Xero or QuickBooks Online. It reads your invoices, customers and payment terms, then drafts a chasing policy for you to approve. Once a policy is switched on, it sends email and SMS reminders and scheduled statements to customers on its own, and can add late fees or interest to your ledger. Its AI reads customer replies, logs promised payment dates and drafts the next response for a person to approve.
Start with policies in draft on a few customers, so each reminder and fee waits for approval before it goes out. Check the tone, timing and fee amounts against your contract terms before letting any stage send automatically. Accounts that stop responding move to a person, who decides on a call, a letter or a credit stop. Customers can pay through a portal using a connected provider such as Stripe. Your accounting software stays the record for invoicing and bank reconciliation.
What the workflow does
- Policies from your payment terms: Drafts reminder and statement policies from the terms in your ledger; nothing runs until you approve and switch them on.
- Email and SMS reminders: Sends reminders before, on and after due dates, with each stage set to send automatically or wait for approval.
- Scheduled statements: Sends each customer a regular statement with a link to pay online, including one statement for a parent account and its branches.
- Late fees, interest and discounts: Adds fees or interest your terms allow, posts them to the ledger and tells the customer; each fee can wait for approval.
- Reply handling with AI: Reads customer replies, logs promised dates and PO numbers, and drafts a response that waits for a person to approve it.
- Escalations to a person: Moves accounts that stop responding to a team member with the full history of reminders and replies.
FROM INPUT TO RESULT
How the workflow works
You provide
- Invoices, customers and payment terms from Xero or QuickBooks Online.
- Reminder wording, timing and tone.
- Late-fee, interest and discount rules your customers have agreed to.
- Contacts for escalated accounts.
You get
- Overdue invoices chased on a consistent schedule without writing each email.
- Customer replies, promised dates and queries logged against each invoice.
- Late fees and interest applied in line with agreed terms.
- A short list of stuck accounts for a person to call or escalate.
- 1
Connect the ledger and review the draft policies Paidnice prepares from your terms.
- 2
Run policies as drafts on a few customers, approving each reminder, fee and AI reply before it goes out.
- 3
Switch proven stages to automatic, then review replies, fees and escalations each week.
WHAT IT OFFERS
Key features
Policies from your payment terms
Drafts reminder and statement policies from the terms in your ledger; nothing runs until you approve and switch them on.
Email and SMS reminders
Sends reminders before, on and after due dates, with each stage set to send automatically or wait for approval.
Scheduled statements
Sends each customer a regular statement with a link to pay online, including one statement for a parent account and its branches.
Late fees, interest and discounts
Adds fees or interest your terms allow, posts them to the ledger and tells the customer; each fee can wait for approval.
Reply handling with AI
Reads customer replies, logs promised dates and PO numbers, and drafts a response that waits for a person to approve it.
Escalations to a person
Moves accounts that stop responding to a team member with the full history of reminders and replies.
IS IT A GOOD FIT?
Who it’s for
A good fit for
- Small and mid-sized businesses on Xero or QuickBooks Online that chase many invoices by hand.
- Bookkeepers and accounting firms that run credit control for clients.
- Businesses with written payment terms that allow late fees or interest.
Not the best fit for
- Businesses whose invoices live outside a supported accounting system.
- Anyone wanting customers chased with no human check of tone, fees or disputes.
Strengths
- Reviewers describe less admin from automated statements, late fees and discounts.
- Setup with Xero and support are often described as smooth and responsive.
Limitations
- Only six of the 83 Xero reviews were visible, none were negative, and the vendor replies to all of them.
- The Capterra sample is small and its figure comes from a search snapshot.
CONNECTED TOOLS
Integrations
Listed tools for this workflow. Confirm current support and setup with the provider.
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