# Accounts receivable software that gets invoices paid

Paidnice chases every unpaid invoice in **Xero and QuickBooks Online** by email, SMS and WhatsApp until it is paid.

Source: https://www.paidnice.com/accounts-receivable-software

## What is accounts receivable software?

**Accounts receivable (AR) software tracks the money customers owe you and collects it: it sends reminders and statements, adds late fees, takes payments and reports on aging and DSO.** It covers five jobs between the invoice and the payment:

- **Reminders:** emails and texts before and after the due date.
- **Statements:** a summary of every open invoice, sent on a schedule.
- **Late fees and interest:** the charges your terms allow, after a grace period.
- **Payments:** a portal where customers pay online, with payment plans.
- **Reporting:** aging, DSO and who pays late.

Some products are full invoicing systems. Others, like Paidnice, are online accounts receivable software that connects to the cloud accounting system you already use and runs this work from the invoices there.

## Which type of accounts receivable software fits your business?

The right accounts receivable software depends on your accounting system and how many invoices you send.

| Type | Best for | What you get | Where it stops |
| --- | --- | --- | --- |
| Built-in tools in Xero or QuickBooks | A few invoices a month, simple terms and customers who pay on time | Basic invoice reminders and an aged receivables report | A small fixed set of reminders, statements sent manually, and few or no late fee options |
| A collections add-on that reads your ledger (Paidnice) | Businesses on Xero or QuickBooks Online that chase invoices every week, from a handful of invoices a month to several thousand | Reminders, statements, late fees and interest, a payment portal, payment plans, escalation and reporting | Needs Xero or QuickBooks Online. ERPs such as NetSuite connect on the Custom plan. |
| An enterprise receivables platform | Large finance teams on an ERP | Cash application, dispute management and workflows across the ERP | Priced by quote, with a longer setup |

## Paidnice is accounts receivable software for small business

A small business needs every unpaid invoice followed up on its own terms, without hiring a credit controller or buying an enterprise platform. Paidnice does this for businesses on Xero or QuickBooks Online, and for the accountants and bookkeepers who run their books.

- **Runs on your ledger:** Xero or QuickBooks Online keeps your invoices, and Paidnice posts payments and fees back
- **More than built-in reminders:** reminders, statements, late fees and a payment portal, on your terms
- **No enterprise project:** no implementation and no quote to request

## How Paidnice runs your accounts receivable

### Reminders by email, SMS and WhatsApp

Before it is due. Reminders go out before, on and after the due date, with different rules for each customer group. Each one has a link to pay. [More on reminders](https://www.paidnice.com/email-sms-reminders)

### Customer statements

Every month. Customers with a balance get a statement on the day you choose, with a Pay now link inside the PDF. [More on statements](https://www.paidnice.com/automated-customer-statements)

### Late fees and interest

Once it is late. Paidnice adds the fee or interest your terms allow, posts it to Xero or QuickBooks and can tell the customer. Each fee can wait for your approval. [More on late fees](https://www.paidnice.com/late-fees)

### AI that reads every reply

When they reply. Paidnice reads each customer reply, logs the promise or the question and drafts the next step. Each draft waits for your approval, unless you pre-approve that type of reply. [More on reply handling](https://www.paidnice.com/ai-accounts-receivable)

### A shared inbox for your team

When they reply. Every email and SMS reply lands in one inbox with an owner. Your team adds notes, answers from Paidnice, and Team Activity shows the calls, texts and promises kept for each person. [More on the shared inbox](https://www.paidnice.com/shared-inbox)

### Escalations

If it stalls. When reminders stop working, the account moves to a person on your team with its full history. They choose the next step: a call, a letter or a credit stop. [More on escalations](https://www.paidnice.com/escalations)

### Payment portal and plans

When they pay. Customers see every open invoice and pay by card or bank debit, or move to a payment plan. No login needed. [More on the payment portal](https://www.paidnice.com/customer-payment-portal)

### Reporting that shows who pays late

At any time. DSO, aging and overdue balances on one dashboard. Each customer gets a credit score from 0 to 100, so you know who needs a call. [More on reporting](https://www.paidnice.com/accounts-receivable-reporting)

## What to look for in accounts receivable software

- **Two-way ledger sync:** It reads Xero or QuickBooks Online invoices and posts payments and fees back.
- **Rules per customer group:** Different reminders and terms for your best customers and your slowest payers.
- **Online payment options:** A pay link in every reminder, and a portal with payment plans.
- **Late fees you control:** A fee or interest after a grace period, only on the customers you choose.
- **Aging and DSO reporting:** Aging buckets, DSO and a 0 to 100 credit score for each customer.
- **Published pricing:** Plans priced by invoice volume, with your first 20 actions free.

## Price

Paidnice starts from US$69 a month, priced by invoice volume. Pro, with the full core feature set and unlimited users, starts from US$99 a month. Your first 20 actions are free. See [pricing](https://www.paidnice.com/pricing).

## Accounts receivable software: common questions

### What is the best accounts receivable software for a small business?

It depends on your accounting system and how much time you spend chasing. Built-in reminders in Xero or QuickBooks suit a few invoices a month and customers who pay on time. Once you chase invoices every week, an add-on such as Paidnice adds statements, late fees and interest, a payment portal and escalation to the same invoices, from US$69 a month. See [the best accounts receivable software by business type](https://www.paidnice.com/blog/best-accounts-receivable-software).

### What are accounts receivable in a business?

Accounts receivable is the money customers owe a business for goods or services it has invoiced and not yet been paid for. It shows as an asset on the balance sheet. Accounts receivable software makes sure that money comes in on time.

### How much does accounts receivable software cost?

Paidnice plans start from US$69 a month and follow your invoice volume. Pro has the full core feature set and unlimited users, from US$99 a month for 300 invoices to US$799 a month for 4,000. ERPs and custom integrations are on the Custom plan. See [pricing](https://www.paidnice.com/pricing).

### Is there free accounts receivable software for small business?

Xero and QuickBooks Online include basic invoice reminders in your plan. Paidnice adds statements, late fees, a payment portal and escalation, and your first 20 actions are free, with no time limit and no credit card.

### Do I need accounts receivable software if I use QuickBooks or Xero?

Xero and QuickBooks keep your invoices and send basic reminders. Xero does not add late fees, and QuickBooks Online only adds the fee to the existing invoice, with no email to the customer. Neither is built to run different rules for each customer group, read replies or escalate an account that stops paying. Paidnice adds those jobs on top of the invoices you already keep there.

### How do I choose accounts receivable software?

Start with your ledger: the software should sync both ways, so a payment stops the reminders on that invoice. Then list the jobs you do each week, such as statements, late fees and calls, and check that it runs each one on your terms. The six checks above cover the rest. Paidnice connects to Xero or QuickBooks Online in under 15 minutes.

### What is the difference between accounts receivable software and accounting software?

Accounting software keeps the ledger: your invoices, payments and balance sheet. Accounts receivable software works on the unpaid part of that ledger and gets it paid. Paidnice posts payments and late fees back to Xero or QuickBooks, so your ledger stays the one record.

### Can AI do accounts receivable?

AI can write reminders, read customer replies and draft the next step. In Paidnice, an Active policy sends its reminders on schedule, including the ones AI writes, and a Draft policy holds each one for your approval. Reply drafts wait for your approval, unless you pre-approve that type of action for a customer. AI can also look into a dispute and propose the next step for you to approve or change. See [AI reply handling](https://www.paidnice.com/ai-accounts-receivable).

### What is an accounts receivable portal?

An accounts receivable portal is a page where customers see every open invoice and pay online. Paidnice gives each customer a branded portal. They open it from the link in a reminder or statement and pay with no login. Payment plans are on Pro and above.

### How does accounts receivable software reduce DSO?

It follows up every invoice on time, makes paying easy and adds a cost to paying late. Paidnice customers have a 40% lower DSO on average than when they started.

### How do you calculate DSO?

Divide accounts receivable by credit sales for the period, then multiply by the number of days in the period. A business that is owed $50,000 after $150,000 of credit sales in 90 days has a DSO of 30 days. Paidnice reports DSO and aging from your Xero or QuickBooks invoices. See [days sales outstanding](https://www.paidnice.com/dictionary/days-sales-outstanding).

### Does Paidnice integrate with my accounting software?

Yes. Paidnice connects to Xero and QuickBooks Online through their official integrations. Invoices, customers and payments stay in sync, so a reminder stops when the invoice is paid. ERPs such as NetSuite connect on the Custom plan.

### Can I control which customers get contacted?

Yes. Exclude any customer or a whole group, add grace periods and set different rules for each group, so the customers who pay on time are left alone.

## Related

- [AR automation software](https://www.paidnice.com/ar-automation): The automation side: what runs by rule, and how
- [Accounts receivable for Xero](https://www.paidnice.com/xero/accounts-receivable): How it works in your Xero organisation
- [Accounts receivable for QuickBooks](https://www.paidnice.com/quickbooks/accounts-receivable): How it works in QuickBooks Online
- [Credit control software](https://www.paidnice.com/credit-control-software): The UK term for the same job
- [The best accounts receivable software](https://www.paidnice.com/blog/best-accounts-receivable-software): Compared by business type
- [Days sales outstanding](https://www.paidnice.com/dictionary/days-sales-outstanding): How DSO is calculated