# AI credit control for Xero and QuickBooks

Paidnice AI writes each chase and reads every reply for your **Xero and QuickBooks Online** invoices. You choose what sends on its own.

Source: https://www.paidnice.com/credit-control-ai

## What is AI credit control?

**AI credit control is credit control where AI writes and reads the routine messages, and a person makes the decisions.** In Paidnice that covers five jobs:

- **Writing the chase:** each reminder written from what the customer owes and has paid.
- **Reading replies:** promised payment dates logged against the invoice, with a reply drafted.
- **Drafting the response:** approved by a person, or pre-approved by type.
- **Chasing a missing PO:** the request drafted, the PO read and added to the invoice.
- **Handing over cases:** accounts that need judgement go to a person with the full history.

## The credit control autonomy scale

Five levels, from reminders on a timer to AI preparing the decision. You choose the level for each policy.

| Level | What happens | Who decides | In Paidnice |
| --- | --- | --- | --- |
| 0. Reminders on a timer | Fixed templates send on a schedule. | Your rules | An Active policy with your own templates |
| 1. AI writes, a person sends | AI writes each chase, and it waits for approval. | A person approves each send | A Draft policy with AI-written templates |
| 2. AI reads and drafts the reply | AI reads each reply, logs promised dates and drafts the response. | A person approves each response, or a pre-approval you set | Reply drafts wait for approval, or you pre-approve that type of reply |
| 3. AI chases inside your rules | AI-written reminders send on schedule, with no approval for each send. | Your rules and limits | An Active policy with AI-written templates |
| 4. AI prepares the decision | AI investigates disputes and proposes the next step: a payment plan, new terms or a stop on credit. | You approve or revise it | Each proposal waits for your approval |

## Can AI do credit control?

**Yes, for the routine writing and reading.** AI can write reminders, read replies, log promised payment dates and draft the next message. In Paidnice, an Active policy sends AI-written reminders on schedule, with no approval for each send. Disputes, stops on credit and customers in difficulty stay with a person.

### What AI can do

- Write each chase from what the customer owes and has paid
- Read replies and log promised payment dates
- Draft responses, PO requests and payment plans for approval
- Find the reason behind a dispute and propose the fix
- Summarise how each customer pays against the rest of your book
- Vary the wording, so reminders do not read like a template

### What a person still does

- Talk to a customer in financial difficulty
- Decide on a stop on credit, a formal letter or legal action
- Change payment terms or agree special terms
- Approve AI replies one by one, or pre-approve a type of reply

**The risk of chasing an invoice that is already paid:** Paidnice syncs with Xero and QuickBooks Online, so a reminder stops when the invoice is paid. A policy can also skip reminders while a payment is promised or a query is open.

## What AI does at each stage of credit control

AI writes and reads at six points in credit control. Each row shows what Paidnice does and what is left for you.

| Stage | What Paidnice does | What you do |
| --- | --- | --- |
| Before the due date | AI writes new versions of each reminder, so the wording changes every time. | Send automatically or approve each one. |
| After the due date | AI writes each chase from the account: other open invoices, recent payments and any late fee coming. | Approve the drafts, or let the policy send. |
| When a customer replies | Paidnice reads the reply, logs the promised date, holds reminders until then and drafts an answer. | Approve the answer, or pre-approve that type of reply. |
| When a PO is missing | Paidnice asks the right person, reads the PO, adds it to the invoice and drafts the resend. | Approve. Anything unusual comes to you first. |
| When a mobile number is wrong | AI suggests the correct number, or says why it cannot. | Approve up to 5 contacts at a time. |
| When a case needs a person | Paidnice raises an escalation when your rule is met, with the credit score, days to pay and email history attached. | Take the case: a call, a letter or a stop on credit. |

## Will AI replace credit controllers?

**No. AI gives each credit controller the reach of a whole team.** Paidnice writes the reminders, reads every reply, logs promised payment dates and requests missing POs, so chasing that took a team a week now runs in a day. Your credit controllers spend that time on the accounts that need judgement, each one escalated with the credit score, average days to pay and email history attached. See [credit control without a credit controller](https://www.paidnice.com/blog/credit-control-without-credit-controller).

## AI vs rules-based vs manual vs outsourced

AI credit control writes each chase and reads each reply. Rules-based software sends your fixed templates, manual credit control is your team doing all of it, and outsourcing pays an agency to do it.

| Compare | AI credit control | Rules-based software | Manual | Outsourced |
| --- | --- | --- | --- | --- |
| Who writes the chase | AI, for each customer | Your fixed templates | Your team | The agency |
| Who reads the replies | AI drafts, approved or pre-approved | Your team | Your team | The agency |
| What it costs | A software plan | A software plan | Staff time | An agency fee |
| Best for | Many replies, small team | Simple terms, few replies | A few invoices a month | No one in house |
| In Paidnice | Levels 1 to 4 | Level 0 | Paidnice takes routine steps | Paidnice is not an agency |

## How AI credit control works with Xero and QuickBooks

### 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 schedule for each kind of payer

For each customer group. Paidnice suggests a policy for each group from how customers pay: a reminder and a statement for good payers, the full schedule for late payers. A customer can move group automatically when their score drops. [More on reminder rules](https://www.paidnice.com/email-sms-reminders)

### The late fee named in every AI chase

Once it is late. Paidnice adds the fee or statutory interest your terms allow, such as the Bank of England base rate plus 8%, and posts it to Xero or QuickBooks. AI-written reminders can name the fee before it applies. [More on late fees](https://www.paidnice.com/late-fees)

### A link to pay in every chase

When they pay. Every reminder, including the ones AI writes, carries a Pay now link. In the portal customers pay by card or bank debit, set up a payment plan or promise a date, and the payment is recorded in Xero or QuickBooks. [More on the payment portal](https://www.paidnice.com/customer-payment-portal)

### A summary and a score for every customer

For every customer. An AI summary compares each customer with the rest of your book, and a 0 to 100 score shows how they pay you. It is never a bureau credit check. [More on AR insights](https://www.paidnice.com/accounts-receivable-reporting)

## Where a person stays in control

Each policy runs automatically or holds its actions for your approval, and the judgement calls go to a person on your team.

| Control | How it works |
| --- | --- |
| Every policy has a state | Active sends on schedule, Draft holds each action for approval, and Safe Mode holds every send. |
| Every action is on record | Each send and each approval is on record, with a change history. |
| A person handles what matters | Escalations and disputes go to a person, with the reason found and a proposed fix to approve or change. |

## Price

Paidnice starts from £49 a month, priced by invoice volume. Pro, with the full core feature set and unlimited users, starts from £74 a month. Your first 20 actions are free. See [pricing](https://www.paidnice.com/pricing).

## AI credit control: common questions

### What is AI credit control?

AI credit control uses AI for the routine writing and reading in credit control. Paidnice writes each reminder from what the customer owes, reads the replies, logs promised payment dates and drafts the next message, on your Xero or QuickBooks Online invoices.

### Can AI do credit control?

Yes, for the routine work: reminders, replies, promised payment dates and PO requests. The judgement calls, such as a stop on credit, legal action or a customer in financial difficulty, stay with a person.

### Can AI do credit control without a person?

Not all of it. For a dispute, AI finds the reason and proposes the next step, such as a credit note, a payment plan or new terms. A person approves or changes it before anything happens.

### Can AI chase overdue invoices automatically?

Yes. Each policy runs on your schedule, and AI can write each email when it sends, from the invoice, the customer’s other open invoices and their payments in the last 90 days. Reminders stop when the invoice is paid in Xero or QuickBooks.

### Will AI replace my credit controller?

No. The routine writing and reading move to Paidnice, and your credit controller keeps the work that needs judgement. See [credit control without a credit controller](https://www.paidnice.com/blog/credit-control-without-credit-controller).

### How are credit controllers using AI?

Credit controllers use AI to write the routine chases, read customer replies and log promised payment dates. In Paidnice, AI also drafts PO requests and payment plans, fixes mobile numbers and finds the reason behind a dispute. The credit controller approves what needs approval and spends the time on calls, escalations and disputes.

### Does AI send anything to customers without my approval?

Yes, when you set it to. An Active policy sends its reminders on schedule, including the ones AI writes, with no approval for each send. A Draft policy holds each action for your approval, and Safe Mode holds every send. You can also pre-approve prompts and types of AI action for a customer, so they do not wait for approval one by one.

### What is the credit control process, and where does AI fit?

Credit control is reminders, statements, late fees and escalation, run on your payment terms. AI fits where the work is writing and reading: the reminders, the replies and the PO requests. See [the collections process guide](https://www.paidnice.com/blog/ar-collections-process-guide).

### How do I set up AI collections that nudge customers before invoices age?

Add a reminder before the due date to a policy and choose AI-written versions, so the wording changes each time. Set the policy to Active to send on schedule, or to Draft to approve each one. Setup takes under 15 minutes.

### Can AI tell me which customers will pay late?

Paidnice gives every customer a 0 to 100 score from how they pay you, an AI summary against the rest of your book, and a weekly forecast of the cash that will land. It is not a bureau credit check.

### How much does AI credit control cost?

Paidnice Pro, with the full core feature set and unlimited users, starts from £74 a month. Plans start from £49 a month, priced by invoice volume, and your first 20 actions are free. See [pricing](https://www.paidnice.com/pricing).

### Does it work with Xero and QuickBooks Online?

Yes. Paidnice connects to your Xero organisation or QuickBooks Online company. A PO number from a reply is added to the invoice there, and contacts are updated for your approval.

## Related

- [AI reply and PO handling](https://www.paidnice.com/ai-accounts-receivable): How Paidnice reads replies in detail
- [Credit control software](https://www.paidnice.com/credit-control-software): The full credit control process
- [Late fees and interest](https://www.paidnice.com/late-fees): The fee that comes with each step
- [Escalations](https://www.paidnice.com/escalations): Calls, letters and stops on credit
- [Credit control without a credit controller](https://www.paidnice.com/blog/credit-control-without-credit-controller): How small teams run it
- [The invoice escalation ladder](https://www.paidnice.com/blog/invoice-escalation-ladder): Each step, in order