To track overdue Xero invoices as a team you need one shared, live view of what is owed, a way to assign accounts to specific people, and a history everyone can see. For a Xero business the two tools that do this best are Paidnice and Chaser, both native Xero apps that keep the list in sync and clear an invoice the moment it is paid. A CRM like HubSpot suits teams that already bill there, a project board like Trello or Asana works if you are happy to wire up the Xero link yourself, and a shared spreadsheet is the free, manual starting point.
Here is the part most of these comparisons skip. We have run accounts receivable for thousands of Xero and QuickBooks businesses, and the pattern is always the same: a tidier board is only half the job. Most of an overdue list is routine, invoices that simply need the usual reminder and would have been paid anyway. A board makes that routine work visible. It does not make it go away. The teams who spend the least time on collections are the ones who automate the routine majority, so the shared board only ever holds the real exceptions, the accounts that actually need a person.
So we ranked these six options on two things rather than one: how good a shared, live view they give the team, and how much of the chasing they take off your plate without anyone touching a card. Prices and review scores were checked in June 2026.
The short version
Paidnice is the best-value way for most Xero teams to track overdue invoices together: it is native to Xero, gives everyone a shared AR dashboard on unlimited users with no per-seat bill, and automates the reminders, statements and late fees so the shared list stays short. Chaser is the most capable option for larger finance teams that want assignable tasks, user roles and a consolidated history per customer, with the budget to match. The right choice depends on the size of your team and whether you want to track the chasing or automate most of it away.
The ranked shortlist:
- Paidnice: best value, native Xero, automates the chase so the shared list stays short.
- Chaser: the deepest team workflow, assignable tasks and user roles, for larger finance teams.
- HubSpot: a shared pipeline for teams that already run their billing in HubSpot.
- Upflow and Kolleno: analytics and AI-led AR workspaces for scaling teams.
- A project board (Trello, Asana or Monday): a flexible shared board you connect to Xero yourself.
- A shared spreadsheet: the free, manual baseline for very small teams.
A board that tracks the chasing
- Everyone can see the overdue cards
- Someone still writes and sends each chase
- The board grows with the ledger
- Routine and real exceptions sit together
- Progress depends on people remembering
Automation that shrinks the list
- Reminders, statements and fees go out on a schedule
- Routine invoices clear themselves
- Only the real exceptions reach the team
- The shared list stays short
- Nothing stalls when someone is away
The shift that matters: from a tidier record of manual chasing to a shorter list that mostly clears itself.
The goal is a shorter list
A shared board is worth having. It ends the version of credit control where two people chase the same customer and a third assumes someone else has it. But visibility on its own does not lower your overdue balance. It just organises it.
This is where automation earns its place. Across Paidnice customers, automating reminders cuts manual chasing by around 90% and gets eight in ten invoices paid on time, which pulls average days sales outstanding down by about half within 30 days. The point is not the software. The point is what is left on the board afterwards: a handful of genuine exceptions your team can actually give attention to, instead of a wall of routine follow-ups nobody has time for.
What a team setup needs
Whatever you pick, a setup that works for more than one person needs five things:
- One shared, live view. Everyone sees the same overdue list, ideally synced to Xero so a card disappears the moment the invoice is paid.
- Clear ownership. You can assign a customer or a task to a named person, so nothing sits in the gap between two people.
- Shared history. The whole team can see what was said last, by email or on the phone, without digging through inboxes.
- Automated chasing. The routine reminders go out on their own, so the team only handles what the automation cannot.
- Pricing that does not punish adding people. Per-seat tools get expensive as the team grows; flat pricing and unlimited users keep collections a team sport.
The five things a shared overdue-invoice setup needs, in order.
The tools compared
| Tool | Best for | Shared live view (Xero synced) | Assign to teammates | Automated chasing | Native Xero app | Pricing |
|---|---|---|---|---|---|---|
| Paidnice | Small and mid-sized Xero teams | Yes, AR dashboard | Yes, escalation tasks | Reminders, statements, auto late fees | Yes | From $69/mo, unlimited users on Pro |
| Chaser | Larger finance teams | Yes, native | Yes, tasks and roles | Reminders (manual late fees) | Yes (2015) | From £199/mo, tiered |
| HubSpot | Teams billing in HubSpot | Partial, sync built for HubSpot invoices | Yes | No, it is a CRM not an AR tool | Sync, not native AR | Per seat, from ~$90/seat |
| Upflow / Kolleno | Scaling and mid-market teams | Yes, native | Yes | Yes, workflow and AI led | Yes | From ~$440/mo (Upflow); Kolleno on request |
| Project board (Trello, Asana, Monday) | Teams wanting a flexible board | No native Xero sync | Yes | No | No | Free to per seat |
| Shared spreadsheet | Very small teams | No, manual | A column, at best | No | No | Free |
Prices and review scores were checked in June 2026 from the Xero App Store and vendor sites, and change over time. Review counts are Xero App Store unless stated.
Paidnice
Best valueBest for: small and mid-sized Xero and QuickBooks teams that want to automate the chase and share the exceptions.
Paidnice takes the opposite route to a board. Instead of giving your team more to track, it automates the routine so there is less to track. It is native to Xero, runs escalating reminders by email, SMS and posted letter, sends customer statements on a schedule, and raises late fees and UK statutory interest automatically, the step most tools leave to you. What is left, the accounts that need a human, surface as escalation tasks you can assign to the right person.
For a team, the pricing is the quiet advantage. Every Pro plan has unlimited users with no per-seat fee, so the whole team can log in to the shared AR dashboard without the bill moving. Paidnice holds a 5.0 average across 81 Xero App Store reviews and won the 2025 Xero Global Small Business App of the Year.
Review score from the Xero App Store, June 2026. Chasing, on-time and DSO figures are averages across Paidnice customers.
What it gives a team
- A shared AR dashboard with aging and DSO.
- Customer groups, so VIPs and slow payers get different treatment.
- Assignable escalation tasks after a set number of overdue days.
- Automatic reminders, statements and late fees.
- Unlimited users on Pro, with no per-seat cost.
Where it fits
Best value for a Xero SMB that wants collections mostly handled, not just displayed. It is honestly less of a free-form board than a project tool: if your team wants to track general finance admin, not only overdue invoices, on the same board, an AR tool will feel narrow. The entry Essentials plan caps at 150 invoices and two users, so a busy ledger will want Pro.
Chaser
Most establishedBest for: larger finance teams that want the deepest shared workflow and credit reporting.
Chaser has been a native Xero app since 2015 and has the most mature team features in this list. You can assign follow-up tasks to specific teammates, set user roles (owner, manager, contributor and viewer), and keep a consolidated communication history for every invoice and customer in one place, so the team always knows who is handling what and what was said last. It holds a 4.98 average across 374 Xero App Store reviews, the largest review base in the category, and adds Companies House credit monitoring on top of chasing.
What it gives a team
- Assignable tasks with four user roles.
- A single communication history per customer.
- Reminders by email, SMS, automated call and posted letter.
- Monthly statements alongside the chasing.
- Credit monitoring for risk on top of collections.
Where it fits
Excellent for a finance function with several people and a real process. The catch in 2026 is price: the entry Compact plan starts at £199 a month and is limited to businesses under £4 million in revenue, so smaller teams often find it more tool than they need. Late fees are a manual, flat-rate add rather than auto-calculated.
HubSpot
Best for: teams that already run their billing and customer conversations in HubSpot.
If your team lives in HubSpot, a deal-style pipeline for overdue invoices can make sense: a card for each account, a synced inbox so emails attach to the right record, and genuinely strong notes, which is where HubSpot shines if your chasing depends on context (spoke to their AP team, payment run is the 28th).
The catch for a Xero business is the integration. HubSpot's native Xero data sync is designed for teams that raise invoices in HubSpot and push them to Xero, not for chasing invoices you raised in Xero. If Xero is where your invoices live, the sync will feel back to front. HubSpot also charges per seat, so a credit-control team of four adds up quickly.
Where it fits
A reasonable choice only if HubSpot is already your billing and CRM home. For a team whose invoices originate in Xero, a native AR app is a closer and cheaper fit.
Upflow and Kolleno
Best for: scaling and mid-market teams that want analytics or AI on top of collaboration.
Upflow and Kolleno are both native Xero AR platforms built for larger, data-led teams. Both let you assign and escalate tasks, tag teammates and keep a shared history, and both send customer statements. Upflow is analytics-first, turning your Xero data into receivables dashboards and structured workflows; Kolleno leans on AI to time and route each chase. They are capable team tools, but they are aimed above a typical Xero SMB: Upflow starts around $440 a month and Kolleno prices on request.
Where it fits
Worth a look if you have a dedicated finance team and want deep reporting or AI workflows, with the budget that goes with them. For most small Xero teams they are more platform than the job needs.
A project board (Trello, Asana or Monday)
Best for: teams that want a flexible shared board and will manage the Xero link themselves.
A general project board gives you the clean kanban view the sales team uses, with a column per stage and a card per overdue customer. Trello, Asana and Monday are all comfortable, familiar and cheap or free to start, and they are genuinely good if you want one board for mixed finance admin, not only overdue invoices.
The limitation is Xero. None of these tools has a native two-way Xero sync, so you either create the cards by hand or wire up Zapier or Make to push invoices across, which is a paid layer and one more thing to maintain. Cards do not clear themselves when an invoice is paid, and there is no chasing built in. The board shows the work; your team still does all of it.
Where it fits
Best for a small team that values flexibility over automation and does not mind the manual link to Xero.
A shared spreadsheet
Best for: very small teams that want a free, simple list.
Before any tool, there is the shared spreadsheet: export the aged receivables from Xero, drop it in Google Sheets, add an owner column and a notes column, and you have a serviceable shared view for nothing. For a team of two chasing a short list, it is often enough. Our aged receivables template gives you a head start.
It is all manual, though. The list is only as current as your last export, nothing chases for you, and there is no real history beyond what people remember to type. It works until the ledger grows, and then the upkeep becomes its own job.
Where it fits
Fine as a starting point or for a handful of invoices. The day keeping the sheet current becomes someone's task is the day a synced tool pays for itself.
How to choose
Match the tool to your team, not the other way round.
If you want to chase less, for less
Choose Paidnice, the best fit for most small and mid-sized Xero teams. It is native to Xero, automates the routine so the shared list stays short, and gives every Pro user a login with no per-seat fee.
If you want the deepest team workflow
Choose Chaser, when you have several people and a real process, and the budget for it. The roles, shared history and credit monitoring are what you are paying for.
If you already run billing in HubSpot
Keep the chase there if HubSpot is your home. If your invoices start in Xero, a native AR app will fit far better than HubSpot's sync.
If you want a flexible board
Pick Trello, Asana or Monday, accepting that you maintain the Xero link and the chasing yourself. And if you are two people with a short list, start with a shared spreadsheet and upgrade when it starts to hurt.
Frequently asked questions
How do I track overdue invoices in Xero as a team?
Use a tool that gives everyone one shared, live view of what is overdue and lets you assign accounts to specific people. Native Xero apps like Chaser and Paidnice do this and stay in sync with Xero automatically. A project board plus Zapier, or a shared spreadsheet, can work too, but you maintain the Xero link yourself.
Can Xero show one shared view of overdue invoices?
Not as a shared, assignable board. Xero has aged receivables reports and a notes field on each invoice, but you have to click into each invoice to read its history, and there is no way to assign accounts to teammates. That team layer is what an add-on or an external board provides.
What is the cheapest way for a team to track overdue invoices?
A shared spreadsheet built from Xero's aged receivables export is free, but it is manual and does not chase for you. For automation without a per-seat bill, a flat-priced native app with unlimited users is usually the cheapest option once the team grows.
Does HubSpot work for chasing Xero invoices?
It can, but its native Xero sync is built for teams that invoice from HubSpot, not for chasing invoices raised in Xero. If your invoices originate in Xero, a native AR app is a closer fit than HubSpot.
Do Trello, Asana or Monday connect to Xero?
Not natively. None has a two-way Xero invoice sync, so you connect them with Zapier or Make, or create the cards by hand. Cards will not clear automatically when an invoice is paid.
The bottom line
Tracking overdue invoices as a team is a solved problem: give everyone one shared, live view, assign clear owners, and keep the history in one place. For most small and mid-sized Xero teams, Paidnice is the best-value way to do it, because it is native to Xero, puts the whole team on unlimited users, and automates the routine chasing so the shared list only ever holds the accounts that actually need you.
From there it comes down to fit. Chaser gives larger finance teams the deepest workflow and credit reporting, HubSpot suits teams already billing there, and a project board or a spreadsheet covers a small team that wants flexibility over automation. But the best version of this is not a fuller board, it is an emptier one. Track what is left, not everything.
Sources and further reading
- Xero App Store: Chaser (rating and team features)
- Xero App Store: Paidnice (rating and features)
- HubSpot Knowledge Base: connect HubSpot and Xero (Data Sync)
- Asana: Xero integration (via Unito) on the non-native connection
Prices and review scores were checked in June 2026 and may change. Review counts are from the Xero App Store unless stated. This article is published by Accounting.Events, powered by Paidnice.
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