Paidnice is accounts receivable automation for Xero and QuickBooks Online. It holds 5.0 from 83 Xero App Store reviews, the oldest dated February 2022, plus 4.9 from 14 on Capterra and 4.7 from 29 on Trustpilot.
Reviewers from 2022 to 2026 describe the same things: reminders and statements that run without anyone touching them, customers paying sooner, and a support team that answers. No review on any of the three platforms is below four stars.
- Rating: 5.0 from 83 on the Xero App Store, 4.9 from 14 on Capterra, 4.7 from 29 on Trustpilot.
- Price: from £49, A$99, NZ$109 excluding GST or US$69 a month on Essentials, priced by invoice volume, with no per-seat fee and no contract.
- Best for: a Xero or QuickBooks Online business that wants reminders and statements to run on their own, with late fees and interest optional per customer group.
Paidnice review Xero
On a Xero organisation Paidnice runs reminders, statements, a payment portal, payment plans, escalation and optional late fees and interest from the invoice data already in Xero.
It connects to a Xero organisation, reads its sales invoices and contacts, and runs four things around them. Each one can be switched on by itself.
- Reminders and statements. An email and SMS reminder schedule, automatic statements including consolidated parent and child accounts, and email sent from the business’s own domain with delivery tracking. This is the part most reviewers describe first.
- Getting paid. A customer payment portal, prompt payment discounts, payment plans, and card payments through Stripe or Pinch, including several part-paid invoices settled in one payment.
- Late fees and interest, when wanted. An invoice late fee per overdue invoice, a statement interest charge on the whole overdue balance, or both, with a separate policy per customer group. The charge is raised in Xero as a Draft or Approved invoice.
- Escalation and reporting. A phone call task, stop credit or a template legal letter at a set number of days overdue, on a total balance or on a credit-limit breach. Notes sync to the invoice in Xero, and reports cover aged receivables, every email with its delivery status, and any charges raised.
For UK ledgers that do charge, a Bank of England base rate toggle applies the correct base rate for each period an invoice spans, in line with the Late Payment of Commercial Debts (Interest) Act 1998, and the fixed sums of £40, £70 and £100 set out on GOV.UK are added as a fixed line item.
1. Paidnice
Best for: A Xero or QuickBooks Online business that wants reminders and statements run from the ledger, with late fees optional.
What is Paidnice best for?
For a business that wants reminders, statements and payment links to run from the ledger every day, with late fees, interest and escalation available for the accounts that need them.
- Fits
- Businesses of every size on Xero and QuickBooks Online, from small businesses to multi-entity groups, with or without a named credit controller
- Regions
- United Kingdom, Australia, New Zealand, United States, Canada, South Africa, Europe, Singapore, Hong Kong and the UAE. Founded 2022, Auckland, with a team in New Zealand, Australia and Portugal
- Entry cost
- £49/mo on Essentials for 150 invoices, 600 emails and 2 team members; Pro from £74/mo with unlimited users; Custom from £749/mo. A$99, NZ$109 excluding GST and US$69 on the local price tables. No per-seat fee, no contract. Check current pricing with the vendor.
- Rated
- 5.0 from 83 Xero App Store reviews since February 2022; 4.9 from 14 on Capterra; 4.7 from 29 on Trustpilot
- Awards
- Winner, New Zealand Small Business App of the Year, Xero Global App Awards 2026; 2025 Xero Global and Australian Small Business App of the Year; finalist, Innovation App of the Year 2026
- Runs on
- Xero, QuickBooks Online, Stripe, Pinch Payments, CloudDepot, Zapier and webhooks, with HubSpot and Pipedrive by BCC. Any cloud ERP on the Custom plan, including NetSuite, Sage Intacct, MYOB and Dynamics 365 Business Central
- Reminders and statements
- Email and SMS schedules with two-way SMS, WhatsApp and email replies, automatic and consolidated statements, sent from your own domain with delivery tracking
- Late fees and interest
- Optional. Flat, percentage and compounding, per customer group, with a Bank of England base rate toggle
Reviewers across four and a half years describe the product the same way: set it up once, and statements and reminders go out on schedule after that. A 2024 reviewer reports that customer requests to re-send statements dropped once they ran automatically, and a 2026 reviewer calls automated statement sending alone worth the entry price.
Paidnice uses AI to read customer replies, draft the answer, spot PO requests, log payment promises and find the reason behind a dispute. A person approves each draft before it sends, unless that type of action was pre-approved. Customers can query an invoice or promise to pay from the portal, and policies pause while a query is open. On Pro and above, the team can call a customer from Paidnice, which records and transcribes the call and saves it to the customer's timeline. Pro and Custom also carry a public API and an MCP server for Claude, ChatGPT or any agent that takes a custom connector.
Limitations with Paidnice. Essentials covers 150 invoices, 600 emails and two team members a month.
Its native connectors are Xero and QuickBooks Online; other cloud ERPs need the Custom plan, and desktop ledgers such as Sage 50 are not supported. Posted letters are on Pro and up, on request. Several reviewers say the setup options take time to learn.
What Xero App Store reviewers say
All 83 Xero App Store reviews are five stars. The themes that repeat are time saved, customers paying sooner, statements that send themselves, and support.
Time saved
“Helped us to save many man hours to automate sending statement and calculate late interests.”
“Does everything I need saving me time and money and easy to navigate.”
“The automations make my job so much easier as we are a small business.”
Customers paying sooner
“Average debtors’ days has been reduced significantly, as more clients pay on time.”
“Drastic improvement in how much quicker our clients are paying our invoices.”
“Cut our overdue invoices down in half. Total game changer to our cashflow.”
Statements and reminders
“Statements are issued automatically and accurately.”
“Automated statement sending alone is worth the entry price.”
“Great solution for the issues around the lack of automated statements in Xero.”
Support and reliability
“The support has been fantastic.”
“The team is responsive, listens to customer feedback… We’ve had no issues.”
“From day one, the integration was seamless.”
Two more reviews show the range of use. Jon Murphy of Salt Silo (11 Nov 2025) values sending every communication from his own domain with delivery tracking.
Justin Baron (15 Mar 2025) says the product saved time by letting customers settle several part-paid Xero invoices in a single Stripe payment. Ryan Morris (10 Mar 2025), who charges interest, reports recovering more than the subscription fee in the year.
A track record since 2022
The 83 Xero App Store reviews are spread across every year from 2022 to 2026, and the rating has stayed at five stars through all of them.
Reviews spread across four and a half years show businesses still installing the app and still rating it five stars years after the first reviewers.
The awards follow the same line: Xero named Paidnice Global and Australian Small Business App of the Year in 2025, and New Zealand Small Business App of the Year in 2026.
What the negative reviews say
No review on the Xero App Store, Capterra or Trustpilot is below four stars. The cons that reviewers do state are small, and most are about the first week of setup.
| Platform | Rating | Reviews | Below four stars |
|---|---|---|---|
| Xero App Store | 5.0 / 5 | 83, all five-star | None |
| Capterra | 4.9 / 5 | 14: 13 five-star, 1 four-star | None |
| Trustpilot | 4.7 / 5 | 29: 28 five-star, 1 four-star | None; the one to three star filter returns no matches |
The Capterra, GetApp and Software Advice figures come from the same 14 reviews. Neither four-star review states a con.
Every stated con found on the three platforms, grouped:
- Setup and the interface take time to learn. The most repeated point. On Capterra: “Still a bit clunky and not intuitive enough interface that took some time to get used to initially for the first setup” (Andreas L., 4 Jun 2026); “There is a fair amount of functionality and options, and this does take some time learning before starting policies” (Benjamin S., 2 Jul 2025); “Set up can be tricky especially if you are new to the app” (Shaye O., 27 May 2025); setting up rules “did take me some time to understand” (Ryne C., 28 Jul 2025). On the Xero App Store, Peter Davies (24 May 2026) notes that “it required some upfront configuration and occasional oversight.” Jack Deverson (4 Mar 2025) adds, in a five-star review: “While I’m sure the user interface could be fancier…”. Simon T. on Capterra (24 Oct 2024) suggests more online webinars while getting used to it.
- Email layout. Laura K. on Capterra (24 Feb 2025) would like a nicer email layout with the price shown and the quote attached as a PDF.
- Bulk actions and numbering. Ben S. on Capterra (4 Jun 2026) asks for bulk removal of late fees after a rule was set up wrongly; Rosemary H. (13 Apr 2026) wants custom invoice numbers on interest invoices.
Every one of these cons sits inside a five-star review. None reports missed reminders, wrong statements, downtime or a support problem, which are the failures that would matter on software that emails your customers every day.
Does Paidnice work the same on QuickBooks Online as on Xero?
Paidnice runs the same reminders, statements, portal, escalation and optional fees on QuickBooks Online as on Xero. Most of the readable review pool sits on the Xero App Store, where the product started.
The two ledgers are the only native connections. On both, contacts are grouped for policy routing and notes sync back to the invoice. Some payment features vary by platform, so a QuickBooks Online buyer should confirm deposit and instalment behaviour first; ask Paidnice which features are Xero-only.
QuickBooks Online natively offers up to three reminders on invoices already emailed, and statements only on its Advanced plan. Paidnice adds a longer email and SMS schedule, statements on any plan, a payment portal and escalation. The QuickBooks App Store listing carries no rating.
Paidnice pricing
Paidnice is priced on monthly invoice volume, from £49 on Essentials to £599 at 4,000 invoices, with no per-seat fee and no contract. Prices are fixed per currency rather than converted.
| Plan | Invoices / month | GBP | AUD | NZD (ex GST) | USD | Users |
|---|---|---|---|---|---|---|
| Essentials | 150, 600 emails | £49 | A$99 | NZ$109 | US$69 | 2 |
| Pro 300 | 300 | £74 | A$139 | NZ$149 | US$99 | Unlimited |
| Pro 600 | 600 | £129 | A$269 | NZ$289 | US$179 | Unlimited |
| Pro 1,000 | 1,000 | £199 | A$419 | NZ$449 | US$279 | Unlimited |
| Pro 2,000 | 2,000 | £349 | A$679 | NZ$749 | US$489 | Unlimited |
| Pro 3,000 | 3,000 | £479 | A$979 | NZ$999 | US$649 | Unlimited |
| Pro 4,000 | 4,000 | £599 | A$1,199 | NZ$1,299 | US$799 | Unlimited |
| Custom, from | Any volume, ERP or custom integrations | £749 | A$1,499 | NZ$1,599 | US$999 | Unlimited |
| Extra organisation | per entity | £19 | A$39 | NZ$49 | US$29 | |
| SMS | each | £0.05 | A$0.15 | NZ$0.15 | US$0.10 |
Read from the published pricing page.
The meter is invoice count, so a consultancy raising 200 invoices a month sits on Pro 300, and a distributor raising 1,500 sits on Pro 2,000 at £349. Sign-up is free, the first 20 actions are free and no card is taken. There are no contracts or lock-ins.
What Paidnice does not do
No ledger outside Xero and QuickBooks Online without the Custom plan, no posted letters below Pro, no desktop ledgers and no in-house collection agency.
- ERP ledgers. NetSuite, Sage Intacct, MYOB, Dynamics 365 Business Central and other cloud ERPs connect on the Custom plan from £749 a month. Desktop ledgers such as Sage 50 and Sage 200 are not supported.
- Letters and calls. Posted letters are printed and sent by Paidnice on Pro and up, on request, at £1.50 a letter in the UK. Calls are made by a person from inside Paidnice on Pro and above, recorded and transcribed.
- Debt collection. Paidnice is not a collections agency. An escalation can be routed to any agency or solicitor the business chooses.
Is Paidnice worth it for an Australian Xero business?
For an Australian Xero organisation Paidnice costs A$99 a month on Essentials, carries the 2025 Australian Small Business App of the Year award from Xero, and shows the same 5.0 from 83 reviews on the Australian store listing.
The Australian case for automation is a small gap that compounds. Xero Small Business Insights for the June 2026 quarter put the average wait to be paid at 22.9 days and the average days late at 6.0 for Australian small businesses. A reminder schedule and automatic statements are built to close that gap on every invoice.
The escalation path fits the ladder the Australian Small Business and Family Enterprise Ombudsman describes: reminders, then negotiation, then a letter of demand, then an agency. Paidnice runs the first step automatically, supports the second with a payment plan and portal, and produces the third as a template legal letter task. The fourth stays with the business.
The Australian listing and the UK listing show the same 83 reviews, so the store does not show how many Australian organisations are behind that figure. The award, judged in the Australian category, is the stronger local signal.
Verdict
Paidnice is a safe buy for a Xero or QuickBooks Online business of any size that wants invoices paid on time. The review record is five stars across four and a half years, and the only repeated con is a learning curve at setup.
| Business | Xero or QuickBooks Online | Sage, MYOB or ERP |
|---|---|---|
| Small business | Essentials at £49 for automatic reminders, statements and a payment portal | Custom plan from £749 for a cloud ERP; desktop ledgers not supported |
| Growing business | Pro tier set by invoice count, unlimited users, a different schedule per customer group | Custom plan from £749 |
| Multi-entity or high volume | Pro 4,000 or Custom; extra organisations from £19 each | Custom plan; confirm the ERP connection first |
Most businesses start with reminders and statements, and many run on those alone. Late fees, interest and escalation are there for the accounts that need them, set per customer group.
The vendor’s own claim is that customers have half as many late invoices in the first 30 days. The reviews quoted describe the same direction. Measure your own aged receivables before and after.
Common questions
The questions buyers ask once Paidnice is on a shortlist, answered from the listings and documentation read for this review.
Is Paidnice legitimate?
Yes. It has been listed on the Xero App Store since at least February 2022 with 83 five-star reviews, won Xero’s Global and Australian Small Business App of the Year in 2025 and the New Zealand award in 2026, and is headquartered in Auckland.
Can I use Paidnice for reminders and statements only?
Yes. Reminders, statements, the payment portal, payment plans and escalation all work without late fees or interest. Fees are an optional setting, switched on per customer group.
Does Paidnice work with QuickBooks Online?
Yes. QuickBooks Online and Xero are the two native ledgers. A few payment features vary by platform, so confirm deposits and instalments on QuickBooks Online before buying.
What is the biggest complaint in the reviews?
Setup. Several Capterra reviewers say the options take time to learn at first. No review on any platform is below four stars, and none reports a reliability or support problem.
Does Paidnice do credit checks?
Yes. Paidnice runs native credit checks from each customer's payment behaviour on every plan, and adds Creditsafe bureau checks through the API on the Custom plan.
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Sources
7 sources, checked by Julie Turnbridge on October 26, 2026
- Listing apps.xero.com/uk/app/paidnice
- Listing capterra.com/p/254868/Paidnice
- Listing trustpilot.com/review/paidnice.com
- Late Payment of Commercial Debts (Interest) Act 1998 legislation.gov.uk/ukpga/1998/20/contents
- GOV.UK gov.uk/late-commercial-payments-interest-debt-recovery/ch...
- Xero Small Business Insights xero.com/au/resources/small-business-insights/latest-aust...
- Australian Small Business and Family Enterprise Ombudsman asbfeo.gov.au/resources-tools-centre/handling-debts
