--- title: "User Roles and Approvals for Accounts Receivable | Paidnice" description: "Assign accounts to team members or an AI agent, and approve each Paidnice action before it reaches a customer, with every decision logged." url: https://www.paidnice.com/approvals --- ★★★★★160+This app is a game changer!Lesley B. # User roles and approvals for accounts receivable Assign each account to a person or a Paidnice AI agent, and approve actions **before they reach a customer.** Try it FreeBook a Demo 2025WINNER2026WINNERXero App of the Year2025 Global · 2026 NZ Read all 160+ reviews ## Trusted with over $1,200,000,000 collected on time across 1,070,000 invoices since 2022. and counting ## The right person on every account Paidnice puts each customer in someone’s hands and holds the actions you want to check. Nothing you hold back reaches a customer until it is approved. ### Give every account an owner Assign a contact, or a whole group, to the team member who manages it, so everyone knows whose account it is. ### Add an AI agent like a team member An AI agent is a user in Paidnice, with its own prompt and rules. Give it the accounts you want it to handle. ### Hold the actions you want to check Run a policy automatically, or set it to Draft so its actions wait for approval. Pre-approve the types of AI action you trust. ### See who approved what, and when Every action shows its status and who approved it on the customer’s activity, next to the emails and replies. ### Escalations go straight to the owner When an invoice needs a call or a credit stop, Paidnice assigns the escalation to the invoice or contact owner. > It’s the debt collection system I’ve been looking for, for the last 15 years. Tyler Caskey Partner, The Bean Counters Said on the Accounting Apps Podcast 2025WINNER2026WINNER Xero App of the Year2025 Global · 2026 NZ 2026FINALIST Innovation App of the YearGlobal finalist 2026 ## Everything you expect from great accounts receivable software Paidnice has everything your business needs to run a best-in-class receivables process, from the first reminder to the money landing in your account. ### Chase automatically Send Reminders Automate email and SMS with powerful reminders, from your own domain. Automate Statements Schedule automatic statement sends each month. AI Reply Handling Paidnice reads every reply and drafts the next step for your approval. ### Enforce your terms Late Fees & Interest Automatically apply and send late fees and interest. Prompt Payment Discounts Encourage early payment with automated discounts. Escalate & Track Calls Escalate and assign overdue invoices for manual follow up. ### Get paid, and see it coming Customer Payment Portal Self-service hub for your customers' payment and billing needs. Create Payment Plans Flexible payment terms with automatic installment reminders. AR Insights & Reports Measure Days Sales Outstanding and other critical KPIs. [See all features →](https://www.paidnice.com/features) Bookkeeping & AccountingNew Zealand ## Outstanding invoices down from $60,000 to $24,000 > “For the cost of the subscription versus money in your bank, it’s definitely a no-brainer.” Haley ReynersFounder, My Two Cents Read My Two Cents’s story → Outstanding invoicesBefore$60,000 owedNow$24,000Payment delaysBefore45+ daysNowUnder 25 daysThe processBeforeManual follow-upNow90% automated ## Works with the software you already run Paidnice connects to your ledger, payment providers, CRM and team chat, **so every invoice is chased, paid and recorded without manual data entry.** See all integrations → NewConnect to Claude or ChatGPT via MCP Claude ChatGPT ## Roles and approvals questions Does Paidnice have user roles and approvals? Yes. Give each person the accounts they manage, and choose which actions run on their own and which wait for a person to approve them. Can I assign customers to team members? Yes. Assign a contact, or a whole group of contacts, to the team member who manages it. Each person can filter to the accounts assigned to them. Can an AI agent manage accounts? Yes. Add an AI agent as a user with its own prompt and rules, and assign it the accounts you want it to handle. [See the AI collections agent](https://www.paidnice.com/ai-collections-agent). Can I approve actions before they reach a customer? Yes. Set a policy to Draft and its actions wait until someone approves, skips or runs them. Set it to Active and it sends on schedule. Is there a record of who approved what? Yes. Every action shows its status and who approved it, on the customer’s activity. Each policy also keeps a change history. Does single sign-on work with roles? Yes. Single sign-on decides who can sign in to Paidnice, and roles decide what each person works on. [See single sign-on](https://www.paidnice.com/single-sign-on). ## Meet the team that built Paidnice Book a call with the founders to learn more about how Paidnice can help you take the pain away from getting paid. Book a CallChat with us Great hands on experience. Ashley helped us through everything.Janet X.App Marketplace160+I’ve contacted support a few times, and Denym has always replied with really detailed and thoughtful explanations, even taking the time to jump on a video call to help.Jon M.App Marketplace160+So happy with the service provided by Ashley at Paidnice. The best service I have had from anyone in years.Anna H.App Marketplace160+Very simple to set up and the few questions we had were quickly and expertly dealt with by Denym. It has already made a huge difference to our debtor days and has massively helped.Jenny M.App Marketplace160+ ## Related features Single sign-onSign in through Entra ID, Okta, Google or any SAML provider.Multi-entity supportEvery company in your group under one login.AI for collectionsWhat AI can do in collections, and where a person decides. ## Put the right person on every account Connect Xero or QuickBooks, assign your team, and choose which actions wait for approval. Try it FreeBook a Demo [Rated 5 stars, 160+ reviews](https://www.paidnice.com/reviews) · [App of the Year](https://www.paidnice.com/blog/winner-xero-global-app-awards-2026)