--- title: "Accounts Receivable Software for Food Distributors | Paidnice" description: "Accounts receivable software for food and beverage suppliers and distributors. Paidnice chases late invoices and adds interest in Xero or QuickBooks." url: https://www.paidnice.com/industries/food-distribution --- ★★★★★160+This app is a game changer!Lesley B. # Accounts receivable software for food distributors. Paidnice gets every drop paid before the next truck goes out: reminders to cafes, grocers and restaurants, weekly route statements, online payment and stop credit calls, from 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 food distributors 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. ### Each cafe, grocer and restaurant gets a reminder before, on and after the due date, 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. ### Head office gets one statement on the day you choose, weekly or monthly, with every drop at every site and one total to pay.[Explore statements →](https://www.paidnice.com/automated-customer-statements) 3. ### Paidnice adds the late fee or interest your terms set for each customer type, charged once on the overdue balance. Key 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 accounts team 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 before the next truck rolls, with the full history attached.[Explore escalations →](https://www.paidnice.com/escalations) 6. ### Accounts see every open drop invoice 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) Each cafe, grocer and restaurant gets a reminder before, on and after the due date, 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 food distributors get paid ### One statement and one interest line per route account. Head office gets one statement covering every drop at every site, with interest charged once on the overdue balance. - Sends itself weekly or monthly - Goes out on the day you choose ### Decide on stop credit before the next truck rolls. When reminders run out or an account breaches its credit limit, Paidnice raises a call task. - Payer's record attached - Your team makes the stop credit call ### Cafes and grocers see an early payment discount on the invoice. Paidnice adds a fixed or percentage early payment discount to new drop invoices and removes it when the window closes. - Optional email with the discount, expiry and pay link - Invoice returns to its full total at removal - Exclude chosen lines, such as delivery fees ## Know what is coming in, and who to call first Paidnice turns your ledger into answers: the drops due to be paid this week, the accounts that pay late and the ones to hold before the next delivery. - 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 ordering system your team already runs Keep billing from your ordering 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 ordering 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 food and beverage suppliers and distributors How does Paidnice know which invoices to chase? Every drop invoice a food distributor raises in its ordering platform lands in QuickBooks or Xero, and Paidnice reads the ledger, so it sees each invoice, due date and payment the moment it lands. You set the policy once and it applies to new invoices automatically. When a customer pays, the chasing stops on its own. Does it work with Cin7 Core, Unleashed, or Katana? Yes, food distributors running Cin7 Core, Unleashed, Katana or FoodStorm keep them exactly as they are. Those platforms push sales invoices into QuickBooks or Xero, and Paidnice picks them up from the ledger. It never touches your orders, stock or pricing. Can a food distributor charge late fees on trade accounts? Yes, a US food distributor can charge late fees or interest on overdue trade accounts when the credit application and invoice terms state the rate. Paidnice applies the policy you choose: a monthly percentage on each invoice, or one interest line on the overdue statement balance. It cannot tell you what rate is lawful in your state, so check your terms and ask an advisor. How does it handle a restaurant group with several locations? Head office gets one statement covering every drop at every site, because a food distributor links each location to one parent account. One interest line sits on the whole overdue balance. The accounts payable person approves a single document, and the group pays the lot through one payment page. What happens when a customer disputes one drop invoice? At a food distributor, a short, a return or a damaged case stalls one invoice. Pull the disputed invoice out of the policy by its reference and the rest of the account keeps its normal schedule. No reminders or interest touch that invoice until you put it back. Credit notes in QuickBooks or Xero reduce the balance automatically. What does Paidnice cost for food and beverage suppliers and distributors? Food and beverage suppliers and distributors pay from US$69, £49 or A$99 a month on Essentials, priced by invoice volume, not revenue. No contracts, and your first 20 actions are free. ## Stop rolling the truck to accounts that owe you 60 days. 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)