The four best tools to track overdue Xero invoices as a team in 2026 are Paidnice, Chaser, Kolleno and Upflow. Paidnice is the best choice for a Xero or QuickBooks Online team that wants routine chasing automated and no per-seat fee. They differ on account ownership, automated chasing and how extra users are priced. Prices from £49 (US$69) a month.
| Tool | Best for |
|---|---|
| Paidnice | A Xero or QuickBooks Online team that wants routine chasing automated, escalation tasks passed to a named person, and no per-seat fee |
| Chaser | A finance team that chases by email, SMS, posted letter and automated call from its own mailbox, with Creditsafe checks in the same tool |
| Kolleno | An order-to-cash team on NetSuite or SAP that wants a shared collections inbox and an AI-ranked task list |
| Upflow | A team that wants countback DSO and collection effectiveness broken out by account manager before it decides who chases what |
On Xero Small Business Insights data, UK small businesses waited 29.3 days to be paid and settled 8.3 days past due, both slightly better than the 29.6 and 9.2 days a year earlier.
What a shared overdue-invoice board for Xero is (and what it is not)
A shared overdue-invoice board for Xero is one live list of overdue invoices that a whole team sees, synced to the Xero organisation, with a named owner against each customer and the routine chasing sent automatically.
- Live list: an invoice drops off the moment it is paid, so nobody chases money that has landed.
- Ownership: a named person against the customer rather than the invoice, plus a last-contact date.
- Automation: reminders, statements and fees go out on a schedule, so only the exceptions reach the board.
- Seats: the second and third person can see the board without the bill climbing, or at a known per-user price.
It is not the Aged Receivables Detail report. That is a snapshot with no owner or last-contact column, and it goes stale the moment it is exported and emailed round.
It is not a project board. Trello, Asana and Monday can hold a card per customer, but none publishes a two-way Xero invoice sync, so a card does not clear when the invoice is paid.
It sits on top of the ledger rather than replacing it. Xero keeps the invoices and the payments; the tool reads them and, in Paidnice and Chaser, posts fees back.
How this list was put together
This list helps a team on Xero share one live list of overdue invoices, with an owner against each customer.
| What we checked | Where the evidence came from |
|---|---|
| Team members included, and the cost of each extra person | Vendor pricing pages |
| A shared live view synced to the ledger | Vendor integration and product pages |
| Assigning an account to a named person | Vendor help pages on tasks and ownership |
| Automated chasing, statements and late fees | Vendor feature and help pages |
| Published from-price | The vendor's pricing page, in its own currency |
| Rating and review count | The Xero App Store or G2 |
What does Xero show a team today, and where does it stop?
Xero does more of this than people assume and stops in three specific places.
Xero invoice reminders are a single global template set. One schedule, one wording, applied to every customer on the ledger, with no sender other than the organisation and no handling of what comes back: a reply to a Xero reminder lands in a mailbox and Xero never knows it arrived.
The Aged Receivables Detail report is the other half of what people mean by tracking, and it is a snapshot rather than a worklist.
And there is a notes field on each invoice, which means the history exists but has to be read one invoice at a time by somebody who already knows which invoice to open.
Xero is an accounting ledger rather than a collections workspace. Of the three things a team needs, a live list everybody sees, a name against each account, and a record of what was last said, Xero supplies only the notes field.
What four jobs does a shared overdue board have to do?
A shared overdue board has four jobs, so agree what the board is for before comparing products.
One, show the same list to everybody, live. Not a copy, not an export. A list that removes an invoice the moment it is paid, so nobody opens an account to chase money that landed on Tuesday.
Every one of the four tools below does this. A spreadsheet does not, and a project board only does it if somebody keeps it in step manually.
Two, put a name against an account. Not against an invoice, against the customer, because a customer with six overdue invoices is one conversation rather than six. This is the item most tools handle worst.
Three, keep the routine off the board entirely. A board holding every overdue account is a queue nobody finishes, and a queue nobody finishes gets rationed rather than cleared. The board should hold exceptions, which means the reminders, statements and charges for everything ordinary have to go out without anybody touching them.
Four, survive a second and third person. Xero itself does not charge per user, so the ledger everybody is looking at costs the same whether two people or six use it.
Who owns each overdue account on a shared board?
The failure mode a shared board exists to prevent is two people chasing the same customer on the same day in two different tones, and it costs more credibility than a week of silence would.
Picture the customer end of it. A polite nudge arrives from one person in the morning, referencing an invoice from March. A firmer note arrives from somebody else in the afternoon, referencing the balance, with no sign the first message exists.
The fix has two halves and both have to be visible on the board. A documented owner per account, so a person picking up a customer can see it is already somebody else’s.
And a last-contact date, so the owner picking it up again knows what they are following.
Four tools, four different answers on this. Paidnice, Kolleno and Upflow all document a way to put a named person against a named account. Chaser does not document account ownership.
The mechanisms are not equivalent, and the difference is whether ownership is triggered or assigned.
Kolleno’s task manager, added in October 2026, ranks the queue and its workflows escalate on their own, which is assignment by priority rather than by person.
Paidnice raises an escalation task once an account crosses the days-overdue threshold you set, and manual tasks can be created against an account at any point in between, so ownership arrives when the account earns it.
Upflow puts a task action inside the workflow, so a named step in a sequence is a person instead of a message, which means ownership is designed in at the point the sequence is built.
Handover is the part nobody demonstrates. Somebody leaves, goes on holiday, or moves to another part of finance, and thirty accounts need a new owner along with the context of what was last agreed.
A tool where ownership is a field survives that in an afternoon. A tool where ownership lives in a sent-items folder and a person’s memory does not survive it at all, which is why a visible last-contact date matters more than it looks.
A board that tracks the chasing
- Everyone can see the overdue cards
- Someone still writes and sends each chase
- The board grows with the ledger
- Routine and real exceptions sit together
- Progress depends on people remembering
Automation with a short exception list
- Reminders, statements and fees go out on a schedule
- Routine invoices clear themselves
- Only the exceptions reach the team
- The shared list stays short
- Nothing stalls when someone is away
Team overdue-invoice tracking compared: the table
 |
 |
 |
 |
|
|---|---|---|---|---|
| Best for | Xero or QuickBooks Online teams with no per-seat fee | Every channel, disputes and credit checks in one system | Order-to-cash teams on NetSuite or SAP | Measuring collections by account manager |
| Revenue fit | Any size up to $50m a year, or 50,000 invoices a year | Compact under £4m, Core from £4m, Complete to £100m | Under £1m on BusinessPay, tiers to £1bn and above | Gross invoice value tiers, up to $10m through above $100m |
| From (monthly) | £49 | £199 | $650 per user | Not published |
| Team members included | 2 on Essentials, unlimited on Pro and Custom | 4 on Compact, unlimited on Core and above | 1 minimum, then priced per user | Unlimited on every tier |
| Shared live view | Yes (Xero, QuickBooks Online) | Yes (Xero, QuickBooks, Sage, NetSuite, Dynamics 365) | Yes (collections inbox, ERP and ledger sync) | Yes (dashboards by workflow, country or account manager) |
| Assign to a named person | Yes (escalation and manual task workflows) | Not documented | Yes (AI task manager, October 2026) | Yes (task actions inside a workflow) |
| Automated chasing | Yes (email and SMS, statements, late fees, escalation) | Yes (email, SMS, letters, automated calls) | Yes (trigger-based workflows, AI agent) | Yes (once a day, business days only) |
| Statements | Yes (any schedule, consolidated parent accounts) | Yes (monthly, fixed day) | Yes (in the portal) | Portal PDF statement, no scheduled send |
| Late fee grain | Yes (per customer group) | Yes (one set of late-fee rules, not tied to schedules) | None found | No (via your ERP only) |
| AI | Advanced Reads customer replies, drafts answers and follow-up actions (like PO updates) for your approval; MCP server for Claude, ChatGPT and other agents | Advanced Insights, Copilot drafts and an autonomous Agent; fully automated agent runs are billed separately by token usage | Advanced Collections and cash application agents, from suggest-only to autonomous (Collections Agent from Scale, Cash Application Agent from Accelerate) | |
| Rated (source, count) | 5.0 (84, Xero App Store) | 4.98 (374, Xero App Store) | 4.9 (117, G2) | 4.8 (235, G2) |
One cell decides more than the rest: Chaser reads "Not documented" on account assignment, because Chaser does not document it either way. "Not published" marks a vendor that prints no figure, and "None found" marks a capability with no evidence in either direction. Prices are each vendor’s own from-price, in its own currency, never an FX conversion.
1. Paidnice, best for one team dashboard
Best for: Xero and QuickBooks Online teams that want everyone on one dashboard with no per-seat fee.
What is Paidnice best for?
Choose Paidnice if you are a small or mid-sized finance team on Xero or QuickBooks Online that wants the routine chasing to run itself, so the shared list holds only the accounts that need a person.
- Fits
- Businesses on Xero or QuickBooks Online of any size up to $50m a year, or 50,000 invoices a year, with or without a named credit controller
- Regions
- United Kingdom, Australia, New Zealand, United States, Canada, South Africa
- Entry cost
- £49 (US$69) a month on Essentials, covering 150 invoices, 600 emails and up to 2 team members; Pro from £74 (US$99) a month with unlimited users and no per-seat fee.
- Rated
- 5.0 from 84 Xero App Store reviews; 4.9 from 14 on Capterra
- Awards
- Xero Global Small Business App of the Year 2025 and NZ Small Business App of the Year 2026
- Runs on
- Xero, QuickBooks Online, Stripe, Pinch Payments, CloudDepot, HubSpot, Pipedrive, Zapier. NetSuite, Sage Intacct, MYOB and Dynamics 365 Business Central on the Custom plan only. Newer ledgers such as Rillet, Campfire, Digits, DualEntry, Puzzle, Accounting Seed and Odoo are available on every plan through Paidnice's closed testing program
- Statutory late fees
- Yes. A Bank of England base rate toggle applies the base rate plus your own percentage, using the correct base rate for each period an invoice spans, and policies sit under customer groups so different groups run different rules at once
- Main strength
- Holding the whole team on one shared dashboard with no per-seat fee, and clearing the routine chasing before it ever reaches the board
What the team actually looks at is an AR dashboard carrying aging and DSO, with customer groups so a VIP and a habitual slow payer are not treated identically.
The handover mechanism is the part that matters here: escalation workflows pass a named account to a named person once it crosses the days-overdue threshold you set, and manual tasks can be raised against an account at any point in between.
Notifications fire to anything that accepts an incoming webhook, so the alert reaches Slack, Microsoft Teams, Discord, Telegram or WhatsApp instead of sitting in one person’s inbox where nobody else can see it.
Reminders go by email and SMS (from your own domain on Pro), statements run on any schedule including consolidated parent accounts, and fees and interest post to the ledger as Draft or Approved.
There is no per-seat fee, so adding the second and third person to the board costs nothing.
Limitations with Paidnice. The connectors are Xero and QuickBooks Online, with NetSuite, Sage Intacct, MYOB and Dynamics 365 Business Central sitting on the Custom plan as a build rather than a standard connector, so a group where one company runs on Sage has a split. Newer ledgers such as Rillet, Campfire and Odoo are available on every plan through Paidnice’s closed testing program.
Essentials covers two team members and 150 invoices, which means the third person joining the board is the moment you move to Pro.
And it is an AR workspace rather than a free-form board, so a team wanting one surface for general finance admin alongside overdue invoices will find it deliberately narrow.
How to Track Overdue Invoices in Xero as a Team (1:29)
Video chapters and transcript
- 0:00 Short answer
- 0:22 What a shared overdue board has to do
- 0:37 Four tools, one fit line each
- 0:57 Compared side by side
How does a team track overdue invoices in Xero? Xero sends one reminder schedule to every customer, and its aged receivables report is a snapshot. A team needs four things: one live list of overdue invoices, a named owner for each account, routine chasing kept off the list, and a price that survives a second and third person.
The list must drop an invoice the moment it is paid, so nobody chases money that has already arrived. And the owner goes against the customer, not the invoice, because six overdue invoices from one customer are one conversation. Four tools give a Xero team that shared view.
Choose Chaser if your team chases by email, SMS, letter and automated call, from one hundred and ninety-nine pounds a month. Choose Kolleno if you are an order-to-cash team on NetSuite or SAP that wants a shared collections inbox. Choose Paidnice if you want routine chasing automated and escalations passed to a named person, with no per-seat fee: forty-nine pounds a month covers two team members, and seventy-four pounds covers unlimited users.
Choose Upflow if you want DSO and collection effectiveness by account manager. Upflow quotes its price.
2. Chaser, best for letters and calls
Best for: Finance teams that chase by email, SMS, letter and call from one system, under £4m on the entry tier.
What is Chaser best for?
Choose Chaser if you have a finance team with a named credit controller that wants every chase, every dispute and the customer’s credit position recorded in one system.
- Fits
- UK-centred businesses with a named credit controller; Compact is priced for turnover under £4m, Core from £4m and Complete to £100m
- Regions
- UK-registered, trading since 2014, sells worldwide
- Entry cost
- £199/mo on Compact for turnover under £4m with 4 users, 4 schedules and 1 inbox; Core £599/mo under £10m with unlimited users; Complete £899/mo above that. Extra users are £10 each on Compact.
- Rated
- 4.98 from 374 Xero App Store reviews; 4.3 from 71 on G2
- Awards
- Finalist, UK Small Business App Partner of the Year, Xero Awards 2023
- Runs on
- Xero, QuickBooks, Sage 50, Sage 200, Sage Intacct, Sage Business Cloud Accounting, NetSuite, Dynamics 365, AccountsIQ, SAP, HubSpot, Gmail, Outlook
- Statutory late fees
- Yes. Four calculation types including a Bank of England base rate type, recalculated daily, but one set of late-fee rules, across the account or for selected debtors, not tied to schedules, with no documented way to run different rules per group, and no fee is raised on payment-plan invoices. Chaser’s help says a late fee cannot be added or updated after a part payment when written to Xero
- Main strength
- Multi-channel chasing from the team’s own Gmail or Outlook mailbox, with Creditsafe credit checking in the same tool
- Customers
- Named on its website: Pact Coffee, Huttie and TaxAssist. Huttie's case study reports £15,000 of old debt recovered.
The team-facing feature is dispute flagging: a query raised by a customer is marked on the account, so whoever opens it next sees the reason it stalled rather than assuming nobody has chased it.
The Creditsafe report built into it carries a score, a recommended limit, the customer’s payment score, credit event history, Companies House filing and director data, and monitoring. Credit checks are sold by credit on any plan and need Chaser billing, not Xero App Store billing; monitoring is not offered in Australia.
For a shared board that means the harder decision, whether to keep chasing or stop supplying, is taken on the same screen as the chase, by whoever is holding the account, without a second system and a second login.
Limitations with Chaser. It does not document assigning an account to a named teammate. Compact holds the team to four users and one inbox, which is a hard ceiling on a shared board rather than a soft one, and reminder channels draw metered credits so letters, SMS and calls are billed above the plan.
Statements go monthly on a fixed day. Late fees are one set of late-fee rules, across the account or for selected debtors, not tied to schedules, with no documented way to run different rules per group. And Chaser prices by revenue band rather than invoice volume.
3. Kolleno, best for NetSuite or SAP order-to-cash
Best for: Order-to-cash teams on NetSuite or SAP.
Priced per user
What is Kolleno best for?
Choose Kolleno if you are an order-to-cash team that wants a shared collections inbox and an AI task list working the ledger alongside the people.
- Fits
- Order-to-cash teams: BusinessPay for turnover under £1m, Business Plus £1m to £100m, Enterprise £100m to £1bn
- Regions
- London head office, founded 2020, selling internationally
- Entry cost
- $650 per user a month on BusinessPay, $545 on annual billing, minimum one user, for turnover under £1m; Business Plus $1,245 per user with a two-user minimum.
- Rated
- 4.9 from 117 G2 reviews; 5.0 from 18 Xero App Store reviews; 5.0 from 8 on Capterra
- Awards
- G2 Best Software Awards 2024
- Runs on
- NetSuite, SAP S/4HANA and Business One, Sage Intacct, Dynamics 365 Business Central, Workday, Oracle JD Edwards, Epicor, Infor, Odoo, Zuora, Xero, QuickBooks Online. Xero and QuickBooks connect on BusinessPay and Business Plus; NetSuite and SAP start on Enterprise
- Statutory late fees
- None found. No feature page or help article documents a late fee or interest calculation
- Main strength
- Cash application, on Enterprise only and by quote, with email remittance parsing, BAI2, NACHA and ISO 20022 bank files, match scoring and NetSuite multi-currency journal entries
- Customers
- Named on its website: Wise, Deel and Laundryheap. Laundryheap's case study reports 94% of payments collected on time.
The team surface is a shared collections inbox, trigger-based workflows carrying conditional branches, run-hour restrictions and automatic escalation, and an AI task manager shipped in October 2026 that ranks what to work next.
That last one is the answer to a real problem on a shared board: a queue everybody can see is not the same as a queue anybody knows how to start. Disputes are classified by reason code and prioritised, and the customer portal carries credit notes and statements, so a query reaches the account rather than one person’s email.
Limitations with Kolleno. The pricing model works against a shared board. At $650 per user a month on BusinessPay, every additional pair of eyes on the shared board costs another $650, and Business Plus roughly doubles that with a two-user minimum, so the lowest-cost configuration is the one where fewest people can see the work.
Nothing in its materials documents a fee or interest function. Letters and calls are not workflow actions. Reviewers return to navigation, reporting depth and a basic mobile app.
4. Upflow, best for managing collections by metric
Best for: Finance teams that manage collections by metric.
Five gross invoice value tiers from up to $10m to above $100m
What is Upflow best for?
Choose Upflow if you want collection effectiveness and countback DSO broken out by account manager before you decide who chases what.
- Fits
- B2B finance teams that manage by metric, quoted in five tiers by gross invoice value, from up to $10m on Starter to above $100m on Enterprise
- Regions
- New York head office, Paris origin, customers in 30-plus countries
- Entry cost
- Not published. Upflow prints no current figures and quotes five tiers by gross invoice value; its pricing FAQ mentions a free Discover plan for analytics, but it is not among the plan cards. Upflow's last published prices were $440 a month for Grow and $880 for Scale; current prices are hidden and must be requested from Upflow
- Rated
- 4.8 from 235 G2 reviews; 4.5 from 15 on Capterra · Xero App Store listing
- Awards
- Not published
- Runs on
- Xero, QuickBooks Online, NetSuite, Sage Intacct, Stripe Billing, Chargebee, Zuora
- Statutory late fees
- No, via your ERP only. Upflow’s own documentation points the job back to the ERP and there is no native computation
- Main strength
- Collections analytics, with countback DSO against best possible DSO, collection effectiveness and an at-risk rate above 90 days
- Customers
- Named on its website: Lattice, Vercel and Front. Lattice's case study reports 99% collection with one person in AR.
Upflow is measurement over the ledger, and the dashboards are the team feature: the same live receivables filtered by workflow, country, account manager or a custom field, with that view scheduled to land in an inbox on a chosen day.
The account manager filter is the one to test, because it turns a shared board into a per-person board without anybody agreeing to own anything. Multi-step workflows carry email, SMS, letter and task actions, so one step in a sequence can be a person rather than a message.
Promise-to-pay detection reads the reply and records what was promised; dispute-signal detection flags the account when a customer pushes back. Both take context that normally lives in one person’s memory and put it where the next person to open the account will see it, which is the single most common reason a shared board goes stale.
Limitations with Upflow. Automatic actions fire once a day and on business days only, so a chase falling due on Friday afternoon sits until Monday morning while the board shows it as pending. Sending through your own SMTP switches off open and click tracking.
The QuickBooks link is one-way, polled every five minutes, and leaves payments in Undeposited Funds for somebody to reconcile, so the board is only as current as that reconciliation. There are no instalment schedules, only customer-initiated part payments and recorded promises.
Upflow's last published prices were $440 a month for Grow and $880 for Scale; current prices are hidden and must be requested from Upflow.
How short does the shared board get?
Whatever the automation does not cover is what your team is looking at on Monday morning, and the hours released are everything else multiplied by the minutes one chase takes.
One chase takes about six minutes: open the account, read what was said last time, write something that is firm without being rude, send it, note it. On a board of 120 overdue accounts that is twelve hours of somebody’s week.
Cover 90% of the list with sequences and twelve accounts are left, which is a morning. The 90% default comes from Paidnice reporting that its customers reduce manual chasing by up to that much; put your own figure in if your sequences cover less.
120 accounts at 6 minutes each: automation covering 90% clears 108, leaves 12 for a person, and returns 10.8 hours on every pass through the ledger.
A hundred and twenty get rationed across a week, the oldest and the largest get attention, and something in the middle goes three weeks without anybody speaking to it.
Can HubSpot, project boards or spreadsheets track overdue invoices?
Three common setups are not accounts receivable tools and carry no pricing or rating in this comparison, so they are described here without a price or rating.
HubSpot. A deal-style pipeline per overdue account works if HubSpot is already where the team bills, with a synced inbox and notes on each record. Its Xero sync is documented for invoices raised in HubSpot and pushed to Xero, so invoices that originate in Xero work against the grain. HubSpot also charges per seat.
Project boards. Trello, Asana and Monday give a kanban card per overdue customer and suit a board that mixes general finance admin. None publishes a two-way Xero invoice sync, so cards are made manually or through a paid connector, and a card does not clear when the invoice is paid.
A shared spreadsheet. An aged receivables export with owner and notes columns gives a team of two a free view, and our aged receivables template has the columns. It is only as current as the last export, and nothing chases on its own.
What does a seat cost when your ledger does not charge for seats?
Xero does not charge per user. A subscription covers the organisation and everybody who needs access to the ledger gets it, which is why a Xero business rarely thinks about seats at all. Then it puts a per-seat tool on top of that ledger and starts counting people again.
The cost of seats is the main argument on this page. A team that pays per seat has a reason to keep somebody off the board, and the person kept off is usually the one who would have spotted the account nobody has touched.
Work out the second and third person before the headline price. Chaser charges on company turnover and caps Compact at four users and one inbox, with extra seats at £10 each, then lifts the cap on Core at £599 a month along with a turnover ceiling under £10m.
Kolleno charges per user outright, so three people is three times $650 before anything is chased, and a two-user minimum applies on Business Plus. Paidnice charges on invoice volume with no per-seat fee, so the bill does not move when the team grows: two team members on Essentials at £49 (US$69), unlimited users on Pro from £74 and on Custom.
Which gives a short answer by team shape. Two people: Paidnice Essentials at £49 (US$69) covers both, with 150 invoices. Three to five: Chaser Compact at £199 for four if letters, calls and bureau credit checks are the reason you are buying, or Paidnice Pro from £74 (US$99) for unlimited users.
Five or more in a finance function: Chaser Core at £599 lifts both caps, while Paidnice Pro stays flat because the price follows invoice volume rather than headcount. A dedicated order-to-cash function: Kolleno, from $650 per user, when reconciliation and cash application are the genuine bottleneck (auto-reconciliation starts on Enterprise, by quote), or Upflow when the problem is that nobody can measure collections by person.
Upflow is the exception that cannot be costed: it quotes five tiers by gross invoice value and prints no current figures.
Seats are unlimited on every tier, so the second and third person cost nothing extra; only the tier price needs a quote.
What if you are not on Xero?
All four are native Xero apps, so on Xero alone the ledger question does not narrow anything. It starts to matter the moment one company in the group, or one acquired entity, is running on something else and the same team is expected to chase both.
- Xero only. All four connect natively, and the Xero App Store review counts are the most useful evidence you have, because those reviewers are running the exact setup you are.
- Xero and QuickBooks Online together. All four connect to both. Upflow’s QuickBooks link is one-way and polled every five minutes, dropping payments into Undeposited Funds, so one half of the board is live and the other half lags a reconciliation.
- Something in the group is on Sage. Chaser covers Sage 50, Sage 200 and Sage Intacct, and Kolleno covers Intacct. Paidnice does not serve Sage 50 or Sage 200 and reaches Sage Intacct on the Custom plan only, so a mixed Xero and Sage group on Sage 50 or Sage 200 runs a second tool. Consider Paidnice for the Xero side of the chasing.
- An entity on NetSuite, SAP or Dynamics 365. Kolleno and Upflow, with Chaser on NetSuite and Dynamics 365. Paidnice reaches NetSuite, Sage Intacct, MYOB and Dynamics 365 Business Central on the Custom plan only, as a build rather than a connector, so treat that as a project with a timeline.
Which team tracking tool for Xero fits your use case?
Start from the shape of your team.
| Use case | Start with | Why | Watch out |
|---|---|---|---|
| Two to five people on Xero or QuickBooks Online, with no per-seat bill | Paidnice | Essentials covers two at £49 (US$69) a month; Pro from £74 (US$99) has unlimited users | Sage Accounting and other ERPs need Custom; newer ledgers such as Rillet, Campfire and Odoo are on every plan |
| A credit controller who wants letters, calls and credit checks | Chaser | Four channels, dispute flags and a Creditsafe report; Compact £199 for four users | No documented account assignment |
| An order-to-cash team on NetSuite or SAP | Kolleno | Shared collections inbox and an AI task manager | $650 per user a month |
| Managing collections by person and by metric | Upflow | Dashboards filtered by account manager | Actions run once a day; no published price |
| A team of two with no budget | A shared spreadsheet | An aged receivables export with owner and notes columns | Only as current as the last export; nothing chases |
Questions Xero teams ask
How do I track overdue invoices in Xero as a team?
Pick something that syncs live to Xero, shows everybody the same list, and lets a named person be recorded against a named customer. Paidnice, Chaser, Kolleno and Upflow are all native Xero apps and all clear an invoice from the list the moment it is paid.
They differ on how people are priced: Paidnice charges no per-seat fee, Chaser caps Compact at four users, Kolleno charges per user and Upflow quotes five tiers by gross invoice value.
Can Xero show one shared view of overdue invoices?
Xero cannot show one shared view of overdue invoices that a team can assign. The Aged Receivables Detail report is a snapshot, accurate when it runs and stale as soon as it is emailed round, with no owner column and no last-contact column.
Invoice reminders are one global template set with no sender, no assignment and no handling of replies, and the history sits in a notes field, one invoice at a time.
What is the lowest-cost way for a team to track overdue invoices?
Nothing at all, if a shared spreadsheet built from the aged receivables export is acceptable, and the cost is that somebody keeps it current manually. For automation with no per-seat bill, Paidnice Essentials at £49 (US$69) a month carries two team members and Pro from £74 (US$99) carries unlimited users. Check current pricing with the vendor.
Which tools let you assign an overdue account to a teammate?
Three of the four tools let you assign an overdue account to a teammate: Kolleno through the task manager it shipped in October 2026, Paidnice through escalation and manual task workflows, and Upflow through a task action placed inside a workflow. Chaser does not document account assignment.
Does HubSpot work for chasing Xero invoices?
HubSpot can chase Xero invoices, and the direction of the sync matters. HubSpot’s Xero data sync is documented for teams that raise invoices in HubSpot and push them to Xero. If your invoices originate in Xero, a native Xero app fits the way your ledger already works.
Do Trello, Asana or Monday connect to Xero?
Trello, Asana and Monday have no published two-way invoice sync with Xero. You either create the cards manually or wire up a third-party connector, which is a paid layer to maintain, and cards do not clear themselves when an invoice is paid.
How many people can use one account?
How many people can use one account depends on each tool’s pricing metric rather than on a fixed limit. Paidnice covers 2 team members on Essentials and unlimited users on Pro and Custom, and Chaser covers 4 on Compact with extra seats at £10 each, lifting the cap on Core.
Kolleno is priced per user from $650 a month with no included allowance, and Upflow has unlimited users on every tier but publishes no current prices.
For tools on other ledgers, the credit control software buyer’s guide compares six tools across Xero, QuickBooks Online, Sage, NetSuite and Business Central.
More on chasing in Xero
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Best invoice chasing software for Xero
Six Xero chasing tools compared on the gaps they fill and verified reviews.
Buyer’s guide
Best credit control software UK
Credit control systems compared on statutory interest and reviews.
How-to
How to chase overdue invoices
The chase sequence, the channels that get a reply, and when to escalate.
How-to
How to add late payment fees in Xero
The Xero method, the no-VAT treatment, and how to automate it.
Sources
11 sources, checked by Julie Turnbridge on November 3, 2026
- Xero Small Business Insights xero.com/uk/resources/small-business-insights
- Xero App Store apps.xero.com/uk/app/paidnice
- Capterra capterra.co.uk/software/254868/paidnice
- Xero App Store apps.xero.com/uk/app/chaser
- G2 g2.com/products/chaser/reviews
- G2 g2.com/products/kolleno/reviews
- Xero App Store apps.xero.com/uk/app/kolleno
- Capterra capterra.co.uk/software/227932/Kolleno
- G2 g2.com/products/upflow-upflow/reviews
- Capterra capterra.co.uk/software/193097/Upflow
- Xero App Store listing apps.xero.com/us/app/upflow
