--- title: "Accounts Receivable Software for Staffing Agencies | Paidnice" description: "Accounts receivable software for recruitment agencies on Xero or QuickBooks: Paidnice chases every timesheet invoice, takes payment and adds interest for you." url: https://www.paidnice.com/industries/recruitment-agencies --- ★★★★★160+This app is a game changer!Lesley B. # Accounts receivable software for staffing agencies. Paidnice gets every timesheet and placement invoice paid: reminders to every client, one statement per account, the interest your contract sets and online payment, 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 staffing agencies 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 client's accounts payable contact gets a reminder before, on and after every weekly 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. ### Each client account gets one statement on the day you choose: every branch, every open timesheet and placement invoice, one total and a link to pay.[Explore statements →](https://www.paidnice.com/automated-customer-statements) 3. ### Paidnice adds the interest your terms of business allow, on the schedule you set. Key accounts can stay exempt.[Explore late fees →](https://www.paidnice.com/late-fees) 4. ### Paidnice reads each client reply, logs the promise or the question and drafts the next step. Your back office approves each draft before it is sent.[Explore reply handling →](https://www.paidnice.com/ai-accounts-receivable) 5. ### When a client's balance or days overdue crosses your line, the account moves to a director as a call, letter or stop credit task, with full payment history attached.[Explore escalations →](https://www.paidnice.com/escalations) 6. ### Clients see every open weekly invoice and clear a month of them 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 client's accounts payable contact gets a reminder before, on and after every weekly 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 staffing agencies get paid ### Invoices go to AP, reminders go to the hiring manager. Each client can hold several contacts, and you choose who gets the invoice, who gets reminders and who gets statements. - Timesheet invoices to the AP inbox - Reminders to the manager who approves the hours - Replies stay in one email thread ### A query on one timesheet can pause only that invoice. The client queries a timesheet invoice from the portal, and a policy set to skip open queries pauses it until resolved. - Or your team logs reason, details and next action - Every other invoice keeps its schedule - Warning icon shows on the disputed invoice ### Stop credit before a slow client's balance runs away. Paidnice acts when a client's total balance or days overdue crosses the line you set. - Stop credit task, call task or director email - Client record attached ## Know what is coming in, and who to call first Paidnice turns your ledger into answers: the timesheet invoices due this week, the clients who pay late and the accounts a director should call. - 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 recruitment software your desk your team already runs Keep billing from your recruitment software your desk 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 recruitment software your desk 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 recruitment agencies How does Paidnice know which invoices to chase? It chases the timesheet and placement invoices your staffing agency already has in Xero or QuickBooks, so nothing is re-keyed. When your recruitment software pushes an invoice into the ledger, Paidnice applies the policy you set for that client and runs the schedule from the due date. Your billers raise invoices each week as they do now. Does Paidnice work with Bullhorn? Yes, your staffing invoices flow from Bullhorn Back Office into QuickBooks Online, and Paidnice chases them from there. The same pattern holds for the invoices JobAdder creates in Xero, and for the permanent placement invoices Vincere pushes into Xero. Paidnice works the ledger, so finalized invoices get reminders, statements and interest without your recruiters or back office changing anything. Can a staffing agency charge late fees on client invoices? Many staffing agencies can, when the terms were agreed up front. Put the late fee or interest rate in your staffing contract or terms of business, show it on every invoice, and check the rules where your clients are based, since some US states cap interest. Paidnice then applies exactly what your terms say, on schedule, and documents every charge, which makes the conversation easier if a client pushes back. What happens when a client disputes one timesheet? The rest of the staffing account keeps its schedule while one disputed timesheet invoice sits out. Pull that invoice out of the policy by its invoice number, and reminders, statements and interest carry on for everything not in question. Put it back in once the timesheet is approved. What does Paidnice cost for recruitment agencies? Recruitment agencies start on Essentials from 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 before you pick a plan. Is Paidnice an alternative to invoice factoring? Staffing agencies that shorten the payment gap often need less funding to cover Friday payroll, so many price Paidnice against a factoring facility. A factor advances cash and takes a percentage of every invoice for it. Paidnice is a flat subscription you can start free, and it pulls clients back inside net 30 with reminders, statements and interest. ## Stop funding payroll while your clients sit on net 45. 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)