--- title: "Accounts Receivable Software for Equipment Rental | Paidnice" description: "Accounts receivable software for equipment rental and hire companies. Paidnice chases invoices, takes payment and adds interest from Xero or QuickBooks Online." url: https://www.paidnice.com/industries/equipment-hire --- ★★★★★160+This app is a game changer!Lesley B. # Accounts receivable software for equipment rental. Paidnice gets rental cycle invoices paid while the gear is out: reminders, monthly account statements with interest, online payment and stop credit tasks, all from the invoices in Xero or QuickBooks. Try it FreeBook a Demo 2025WINNER2026WINNERXero App of the Year2025 Global · 2026 NZ Read all 160+ reviews ## The accounts receivable toolkit for equipment rental Every tool you need to get paid on time, running on your live Xero or QuickBooks invoices. Connect once and switch on what you need. ### 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. ## From the day you send it to the day it is paid Every stage runs on your payment terms, automatically or after you approve it. 1. ### Every account gets a reminder before, on and after each cycle invoice falls due, by email and text, from your own domain. They reply or pay from the link.[Explore reminders →](https://www.paidnice.com/email-sms-reminders) 2. ### A contractor with ten open cycle invoices gets one statement on the day you choose, with every job account rolled in and one number to pay.[Explore statements →](https://www.paidnice.com/automated-customer-statements) 3. ### Paidnice adds the late fee or interest your credit application sets, per account group. Key trade accounts can stay exempt.[Explore late fees →](https://www.paidnice.com/late-fees) 4. ### Paidnice reads each customer reply, logs the promise or the question and drafts the next step. Your office approves each draft before it is sent.[Explore reply handling →](https://www.paidnice.com/ai-accounts-receivable) 5. ### When reminders run out or an account passes its credit limit, a call, letter or stop credit task opens, with the full payment history attached.[Explore escalations →](https://www.paidnice.com/escalations) 6. ### Customers tick their open invoices and pay by card or bank, or split an invoice into a payment plan. No login needed.[Explore the portal →](https://www.paidnice.com/customer-payment-portal) Every account gets a reminder before, on and after each cycle invoice falls due, by email and text, from your own domain. They reply or pay from the link. Explore reminders → Plus payment plans, discounts, credit scores, cash forecasts, letters by post and more. ## Built for how equipment rental get paid ### One statement for the whole account, interest included. A contractor with ten open cycle invoices sees one number to pay on the monthly statement. - Every child account rolled into one PDF - Interest on the whole overdue balance - Paidnice sends it every month ### Know who owes you before the next machine leaves the yard. When reminders run out or an account breaches its credit limit, a call or stop credit task opens. - Balance and days to pay attached - Payment-history score on the task ### The late fee on your credit application, charged every time. Slow payers carry the terms they signed, and your key trade accounts stay exempt. - Late fees, statement interest or early payment discounts - Set per account group ## Know what is coming in, and who to call first Paidnice turns your ledger into answers: the cycle invoices due this week, the contractors who pay late and the accounts to hold before the next rental. - Expected payments, week by week, from your ledger - A credit score for every customer, from how they pay - Aged receivables for each customer, at a glance - A weekly report emailed to your team What customers see Day 3050%fewer late payments Day 908 in 10invoices paid on time Explore reporting → ## Keep the rental system your team already runs Keep billing from your rental system exactly as you do now. Once its invoices sync to Xero or QuickBooks Online, Paidnice picks them up and runs the rest. - **Invoices sync over**Each invoice your rental system pushes to Xero or QuickBooks Online reaches Paidnice with its customer, amount and due date. - **Nothing to re-enter**No import, no second ledger and no new invoicing tool. Paidnice works from the invoices already in your accounting. - **Payments land back**Payments taken through Paidnice are recorded against the invoice in your ledger, so your books stay current. > 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 ## Businesses that get paid on their terms Paidnice customers on getting paid, in their own words. $60k outstanding$24k in 30 days ### [How My Two Cents slashed outstanding invoices from $60k to $24k](https://www.paidnice.com/success-stories/my-two-cents) > “When my debtor workflow is turned off, people stop paying me almost immediately.” **Haley Reyners**Founder, My Two Cents 20%+ late0% late ### [How Paintvine reduced late payments to zero within a month](https://www.paidnice.com/success-stories/paintvine) > “Paidnice gave us the reliability we needed in our accounts receivable.” **Alex Hamilton**CEO, Paintvine Late payments75% fewer ### [How Venture Workspace cut late payments by 75% within 30 days](https://www.paidnice.com/success-stories/venture-workspace) > “One thing less to worry about.” **Louis Fourie**Director, Venture Workspace Manual chasingPaid same day ### [How RankRise uses prompt payment discounts to get paid in a day](https://www.paidnice.com/success-stories/rankrise) > “It's perfect set-and-forget automation.” **Will Qu**Founder, RankRise Six figuresMore than halved ### [How Balance My Books more than halved a client's overdue invoices](https://www.paidnice.com/success-stories/balance-my-books) > “We look like heroes because we've introduced Paidnice into their business.” **Roman Tepes**Founder, Balance My Books Manual chasing3 hrs back weekly ### [How Bullot & Rankine beat the spam filters and got paid on time](https://www.paidnice.com/success-stories/bullot-rankine) > “The impact that we had was immediate.” **Marc Proctor**Director, Bullot & Rankine 60-day drift30-day terms again ### [How Salt Silo stopped losing a month to bounced invoices](https://www.paidnice.com/success-stories/salt-silo) > “Just by using Paidnice, it's freed up loads and loads of time.” **Jon Murphy**Founder, Salt Silo 80%+ paid lateMost in 14 days ### [How 3IT Consulting gets paid on time, and Paidnice pays for itself](https://www.paidnice.com/success-stories/3itconsulting) > “With Paidnice, we've transformed client behaviour around on-time payment.” **Louis De Kock**Director, 3IT Consulting Manual chasing4 hrs back a fortnight ### [How Better Tuition Academy turns late payments into on-time revenue](https://www.paidnice.com/success-stories/better-tuition-academy) > “Paidnice has completely flipped the script.” **Victor Chen**CMO & Accounts Manager, Better Tuition Academy ### [How NZ Family Trust Services automated their accounts receivable](https://www.paidnice.com/success-stories/janet-xuccoa-nzfts) > “If you want to get paid on time, put in Paidnice software, full stop.” **Janet Xuccoa**Director, New Zealand Family Trust Services ### [How junebird creative turned invoice chaos into mailbox money](https://www.paidnice.com/success-stories/junebird-creative) > “Whether you are a solopreneur or a big agency, this is a no-brainer.” **Christine Tierney**Founder, junebird creative [See all customer stories →](https://www.paidnice.com/success-stories)·[Read all 160+ reviews →](https://www.paidnice.com/reviews) ## How it works for equipment rental and hire companies Does Paidnice work with Current RMS or HireHop? Yes: equipment rental companies on Current RMS and Rentman have their rental invoices posted into Xero and QuickBooks Online, HireHop and inspHire into Xero, and Paidnice chases from the ledger. Your dispatch board and rental workflow stay exactly as they are. Can an equipment rental company charge late fees on overdue accounts? Yes, when the rental agreement or credit application allows it, and Paidnice charges the fee your equipment rental customers already signed up to: a flat fee, a monthly percentage, or interest on the whole overdue statement balance. The charge appears on every reminder and statement. State rules on rates vary, so confirm the wording with your attorney. How does Paidnice handle monthly cycle invoices? Equipment rental companies get each cycle invoice chased from the day it lands in Xero or QuickBooks from your rental software. Reminders chase the individual invoices, the monthly statement shows the whole account on one page, and interest is charged once on the whole overdue balance, so the account settles as one figure. Can a customer pay their whole account at once? Yes, in one payment: every equipment rental customer gets a branded portal page listing all their open invoices, and they can pay one, several, or the full balance by card or ACH. Paidnice matches the payment back against the right invoices in Xero or QuickBooks. For a contractor holding a dozen cycle invoices, that one payment usually clears the account. What happens with a disputed damage recharge? The disputed recharge comes out of the chase without touching the rest of the equipment rental account: Paidnice excludes a single invoice by its reference, so it stops being chased and stops accruing interest while you sort it out. Everything else on the account keeps running on its normal policy. What does Paidnice cost for equipment rental and hire companies? For equipment rental and hire companies, Paidnice Essentials starts at US$69, £49 or A$99 a month, priced by invoice volume, not revenue. There are no contracts, and your first 20 actions are free, so you can run a full cycle before you pay anything. ## Stop hiring out gear to accounts that have stopped paying. Connect Xero or QuickBooks and Paidnice prepares draft policies for you. Nothing runs until you approve them. 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)