Kolleno is an order-to-cash platform for larger finance teams, priced per user with a turnover floor on each plan. Paidnice is priced by invoice volume for Xero and QuickBooks. Here is how they compare, and which business each one fits.
Thirteen points that decide the fit, from price to payment plans.
ComparedKollenoPaidnice
Fit and price
Best fitKollenoFinance teams with turnover above $1M, up to multi-entity enterprises. Plans step up at $10M, $100M and $1Bn turnover.PaidniceAny size, from the first invoice up to $50m a year, or 50,000 invoices a year.
Priced onKollenoPer user, with a turnover floor on each plan.PaidniceInvoice volume, not revenue.
Price from (USD)Kolleno$650 per user a month on BusinessPay ($545 on an annual plan). Business Plus $1,245 per user, two-user minimum. Extra charges may apply for integrations and add-ons.Paidnice$69 a month for 150 invoices (Essentials). Pro from $99.
Ledgers and channels
Accounting systemsKollenoXero, QuickBooks and Sage Intacct on BusinessPay and Business Plus. NetSuite, Dynamics 365, SAP and Oracle on the Enterprise plans.PaidniceXero and QuickBooks Online. NetSuite, Sage Intacct, Business Central and other cloud ERPs on the Custom plan. No desktop ledgers.
Reminder channelsKollenoEmail and SMS workflows. BusinessPay includes 100 SMS and 100 calls a month.PaidniceEmail and SMS, plus posted letters at $2.00 each.
Collections features
Late fees and interestKollenoNot verifiable from public materials. No late fee or interest feature found.PaidniceYesFlat fees, percentage or compounding interest by customer group, posted to Xero or QuickBooks. UK Bank of England base rate built in.
StatementsKollenoYesAccount statements in the customer portal.PaidniceYesAutomatic, on any weekly or monthly schedule, as PDF, Excel or CSV.
Payment plansKollenoYesWeekly, monthly or bi-monthly splits, with automations linked to the plan.PaidniceYesOn Pro and up. Customers can build their own plan in the portal.
Portal and paymentsKollenoYesBranded portal with saved payment methods and scheduled payments. Stripe, Adyen, GoCardless and other payment rails.PaidniceYesBranded portal with no login. Card, ACH, BACS and direct debit through Stripe, plus Pinch and payment links.
Credit checksKollenoYesAI credit scores, credit bureau integrations and limits that adjust automatically.PaidniceCustom planCreditsafe checks on the Custom plan. Every customer also gets a credit score from their payment history with you.
Escalation and servicesKollenoYesCash application and bank reconciliation, dispute management, and AI agents on every plan.PaidniceYesEscalation to a call, a stop on credit or a template legal letter, assigned to a person.
Getting started
Getting startedKollenoSelf-onboarding on BusinessPay, guided onboarding from Business Plus. Kolleno says go-live takes as little as 30 days.PaidniceFree sign-up, first 20 actions free, no card. Setup takes under 15 minutes.
Contract termsKollenoInitial term set in the order form, 24 months by default. Renews for 12 months unless you give 90 days’ notice.PaidniceMonth to month, no contracts.
Prices in USD. Kolleno shows prices in the visitor’s local currency; these are its USD figures. Kolleno details are from its public pages, checked October 2026; verify current pricing with Kolleno.
Which one fits your business
Both tools chase unpaid invoices. Size, ledger and the extras you need decide which one suits you.
Choose Kolleno if
You need cash application and bank reconciliation: remittance parsing and BAI2, NACHA or ISO 20022 bank files.
You run NetSuite, SAP, Dynamics 365 or Oracle across several entities.
You want AI credit scores and credit limits that adjust automatically in the same platform.
You want AI agents for collections and reconciliation included in your plan.
Choose Paidnice if
You run Xero or QuickBooks Online, at any size up to $50m a year or 50,000 invoices a year.
You want pricing by invoice volume, from $69 a month (USD), with no per-user fees and no contract.
You want late fees and interest posted to the ledger, with different rules for each customer group.
You want to start without a sales call: your first 20 actions are free and setup takes under 15 minutes.
Switching from Kolleno in three steps
Run both for a short time, one customer group first, so no reminder is missed.
1
Connect Xero or QuickBooks
Paidnice picks up the invoices that are already open, as well as new ones. Setup takes under 15 minutes.
ActivityToday
Connected to WellPaid co.
248 open invoices picked upIncluding the ones already overdue
New invoices added as you raise them
2
Approve the draft policies
Paidnice prepares draft policies for you. Start with one customer group: pause Kolleno for it and approve each action before it sends.
Upcoming actions
Drafts 18Scheduled 0Drafts send after you approve them
2 to 7 days
Invoice emailSMS+9 more
8 to 30 days
Invoice late feeStatement+5 more
3
Go live
When the first group looks right, set its policies to Active and turn off Kolleno for the rest.
Policies · CommercialLive
Safe Mode
3 daysbefore due
RemindersEmail, then SMS once overdue
Active
14 daysoverdue
Late fee2% of the balance, posted to Xero
Active
1stof month
StatementsPDF to each customer with a balance
Active
Active policies send on schedule, no approval needed.
Trusted with over $1,200,000,000 collected across 1,070,000 invoices since 2022.
and counting
Questions about switching from Kolleno
Is Paidnice a good alternative to Kolleno?
It depends on your size. Kolleno is an order-to-cash platform with plans from $1M in turnover up to multi-entity enterprises, and deep cash application and reconciliation. Paidnice is priced by invoice volume from $69 a month (USD) and fits any business on Xero or QuickBooks Online up to $50m a year, or 50,000 invoices a year.
How does Kolleno pricing compare with Paidnice?
Kolleno charges per user. BusinessPay is $650 per user a month, or $545 on an annual plan, for businesses above $1M in turnover. Business Plus is $1,245 per user a month with a two-user minimum. Paidnice charges by the number of invoices you send, from $69 a month (USD), with no per-user fee. See Paidnice pricing in your currency.
Does Paidnice charge late fees and interest?
Yes. Paidnice applies flat fees, percentage interest or compounding interest by customer group, and posts each charge to Xero or QuickBooks as an invoice. Kolleno’s public pages do not describe a late fee or interest feature.
Does Paidnice work with NetSuite?
Yes, on the Custom plan, along with Sage Intacct, MYOB and Dynamics 365 Business Central. Xero and QuickBooks Online connect on every plan. Late fees post into the ERP as invoices, the same as on Xero.
Can I switch from Kolleno without a gap in reminders?
Yes. Paidnice picks up the invoices that are already open when you connect. Start with one customer group in Draft, check each action, then turn off Kolleno for the rest. If you are on a Kolleno contract, check its renewal date first: its terms ask for 90 days’ notice.
Can I try Paidnice before I pay?
Yes. Signing up is free, your first 20 actions are free and you do not need a card. See pricing for the plans.
See if Paidnice fits your business
Connect Xero or QuickBooks and Paidnice prepares draft policies for you. Nothing runs until you approve them.
248 open invoices picked up
