Top invoice chasing apps for QuickBooks and Xero users
Every tool here claims an integration. What actually differs is how deep the sync goes, what it costs, and what happens the moment a client writes back — which is the part product pages tend to skip.
The short answer
Shortlist by the job, not the feature grid: PaidNice for late fees and formal escalation, Chaser for a full credit-control platform, Grace Period for holding clients to a promised date, Chasivo if you run collections from your inbox, and the built-in reminders if you only have a handful of invoices.
Then test one thing before you commit: send yourself an invoice, reply to the reminder the way a client would, and see what the software does next.
What actually matters in an integration
“Connects to Xero” covers a wide range of behaviour. Four questions separate a real integration from a logo:
- How fast does paid mean stop? When you record a payment, how long until pending reminders cancel? This is the feature that protects you from the worst possible email.
- Is the sync one-way? A chasing layer should mostly read. Anything writing back into your ledger deserves scrutiny.
- Is your platform on the same tier? Several tools put accounting connections behind higher plans, so the price you compared isn’t the price you pay.
- Does it need your mailbox too? Some tools send from your own inbox and require Gmail, Outlook or SMTP before anything works at all.
The apps, compared
| App | From | QBO / Xero | Also | On a client reply |
|---|---|---|---|---|
| PaidNice | $69/mo | Both | — | Not documented |
| Chaser | $200/mo | Both | Broad | Detects intent, drafts for approval |
| Grace Period | $29/mo | Both | FreshBooks, FreeAgent, CSV | Classifies, pauses, holds the promised date |
| Chasivo | Free tier | Both, on paid tiers | FreshBooks (paid) | Classifies it; needs your mailbox first |
| InvoiceSherpa | +1% of payments | Both | Clio | Outbound only |
| Satago | UK; finance fees | Both | UK stack | Routes it to your inbox |
| Built-in reminders | Included | Native | — | Nothing |
Verified July 2026 from vendor pricing and documentation; Chasivo from a hands-on trial. “Not documented” means we could not find the behaviour described publicly, not that it is impossible.
PaidNice — the broadest policy engine
Syncs from Xero and QuickBooks Online in real time and evaluates every invoice against policies you configure: reminder sequences by email and SMS, automatic late fees and interest, collection letters and escalation, payment plans, statements, a debtor payment portal, credit risk scoring and DSO dashboards. It won Xero’s Global Small Business App of the Year in 2025.
Best when you want the machinery of formal collections. Its docs don’t describe reading client replies, so the sequence runs on your policies rather than on the conversation. Alternatives compared.
Chaser — the full platform
Priced on your company revenue: $200/month under $5M, $550 under $13M, $1,000 under $120M. A mature credit-control suite, and the one competitor with documented reply intelligence — their AI “reads each debtor’s message, detects intent (promise-to-pay, dispute, document request, etc.)” and drafts a courteous reply for one-click sending.
Best for finance teams. Heavy and expensive for a founder doing the chasing between client calls.
Grace Period — for the promise that slips
Ours, so weigh it accordingly. Connects to QuickBooks, Xero, FreshBooks and FreeAgent (or a CSV), drafts reminders whose tone scales with how late the invoice is, and stops everything automatically when the invoice reconciles as paid.
The specific thing it does that we haven’t found documented elsewhere: when a client replies with a date, it holds the reminder schedule to that date and resumes if the date passes unpaid, drafting a follow-up that quotes their own words. Disputes pause everything and get a drafted, de-escalating reply. Nothing sends without your approval.
It is narrower than the platforms above: no SMS, no late-fee automation, no payment plans, no credit scoring. It does one job.
Before you commit, run this test
Every tool in this category looks similar on a feature grid and behaves very differently in the one moment that matters. Fifteen minutes of testing beats a week of comparison tables:
- Connect a sandbox or a low-stakes real client.
- Issue a small invoice and let it go overdue.
- When the reminder arrives, reply as a client would: “sorry, we’ll pay Friday.”
- Watch what happens. Does the next reminder still go out? Does anything record Friday? Does anything happen on Saturday?
- Then mark it paid and confirm every pending reminder actually stops.
Steps 4 and 5 are where the real differences show up, and neither is answered by a pricing page.
Frequently asked questions
What is the best invoice chasing app for QuickBooks and Xero?+
It depends on the failure you're fixing. For automatic late fees, payment plans and formal escalation, PaidNice is the broadest at $69–$99 a month. For a full credit-control platform with a finance team behind it, Chaser from $200 a month. For holding clients to a date they promised in a reply, Grace Period from $29. For free scheduled reminders inside an invoicing product, Zoho Invoice at $0 — though it doesn't connect to QuickBooks or Xero, it replaces them.
Do these apps write back to QuickBooks and Xero, or just read from them?+
Most read invoice and payment status and write little or nothing back, which is what you want from a chasing layer. The practical thing to check is how quickly a payment recorded in your accounting software stops the reminders — if that sync is slow or manual, you will eventually chase somebody who has already paid. Ask about sync frequency rather than about the integration logo.
Will a chasing app stop reminders automatically when an invoice is paid?+
The good ones do, by reconciling against your accounting software on each sync. It is the single most important safety feature in this category, because chasing a client who has already paid costs more goodwill than the invoice is worth. Confirm it explicitly before you switch anything on.
What happens if a client replies to an automated reminder?+
This varies more than any other feature, and most product pages are quiet about it. Some tools keep sending on the configured schedule regardless. Some detect the reply and stop. Chaser detects intent — including promise-to-pay — and drafts a response for approval. Grace Period classifies the reply, pauses, records any promised date and resumes if that date passes unpaid. Test it before you buy: reply to your own test reminder and watch.
Are there invoice chasing apps that work with FreshBooks or FreeAgent too?+
Fewer. Most of this category is Xero and QuickBooks Online only, including PaidNice. Grace Period connects to QuickBooks, Xero, FreshBooks and FreeAgent, and Chasivo lists FreshBooks on a paid tier. If your books are in FreeAgent, your shortlist is short.
Do I need a separate app, or are the built-in QuickBooks and Xero reminders enough?+
Built-in reminders are scheduled and generic, and they will not react to anything a client says. For a handful of invoices with clients who simply forget, they are genuinely enough. A separate app earns its cost when you have enough open invoices that you can no longer track who promised what, or when the tone of a canned reminder is starting to cost you relationships.
Related reading: invoice reminders for QuickBooks · invoice reminders for Xero · best invoice-chasing software for agencies.