Paidnice vs InvoiceSherpa Pricing for QuickBooks and Xero Users

Paidnice costs $69 a month on Essentials (150 invoices, 2 users) and $99 to $799 a month on Pro, depending on monthly invoice volume. InvoiceSherpa costs $49, $99 or $199 a month by number of open invoices ($41, $83 or $166 billed annually), plus 1% on every invoice paid through it. If customers pay you outside its portal, InvoiceSherpa is the cheaper tool. Once more than roughly $2,000 to $3,000 a month is paid through InvoiceSherpa's portal, the 1% fee makes Paidnice cheaper, and the gap widens fast from there.

Both tools connect to QuickBooks Online and Xero, both send email and SMS reminders, and both can add late fees. So the buying decision for most US small businesses comes down to pricing, and the two vendors price on completely different meters. Paidnice charges for invoice volume. InvoiceSherpa charges a lower subscription and then takes a percentage of the money that moves through its payment portal. Every figure on this page was read on the two vendors' own pricing pages in October 2026.

Paidnice vs InvoiceSherpa pricing side by side

Two details in that table cause most of the confusion when people compare these tools. First, the meters are not the same. Paidnice counts invoices per month, while InvoiceSherpa counts open invoices at any one time. A business on net 30 terms that issues 300 invoices a month will usually carry somewhere near 300 open, so the two numbers line up roughly, but a business with long terms or many slow payers will carry more open invoices than it issues in a month. Second, InvoiceSherpa's percentage only applies to money paid through its portal. A customer who pays by check or by ACH straight to your bank account does not trigger it.

Which is cheaper, Paidnice or InvoiceSherpa?

InvoiceSherpa is cheaper when little money flows through its portal, and Paidnice is cheaper once your customers pay online in volume. The break point is simple arithmetic: every $10,000 a month paid through InvoiceSherpa adds $100 a month in fees, so the 1% overtakes the subscription gap very quickly. Here is the yearly cost for three common shapes of business, using list prices.

Real life sits somewhere between the last two columns, because some customers pay by card through the portal and others keep mailing checks. If a third of your receipts come through the portal, take a third of the fee. Neither column includes the card or ACH fee your payment processor charges, which applies on top for both tools in the usual way. Paidnice's annual price is quoted on request, so the Paidnice column uses monthly list prices and may come down a little after you ask.

How much does Paidnice cost?

Paidnice costs $69 a month on Essentials, which covers 150 invoices and 600 emails a month for up to 2 users. Pro starts at $99 a month for 300 invoices and steps up to $179, $279, $489, $649 and $799 a month at 600, 1,000, 2,000, 3,000 and 4,000 invoices. Above 4,000 invoices a month, Custom starts at $999.

Essentials already includes late fees, interest charges and prompt payment discounts, statements, quote reminders and a payment portal. Pro adds a custom email domain, sender profiles, payment plans, multi-currency, webhooks and support for more than one company at $29 a month per extra entity. SMS is $0.10 a message on both. There are no contracts, and you can cancel any month. If Paidnice is on your shortlist, our Paidnice alternative comparison works through what each tier includes in more detail.

How much does InvoiceSherpa cost?

InvoiceSherpa costs $49 a month for up to 100 open invoices, $99 for 101 to 500 and $199 for unlimited, or $41, $83 and $166 a month billed annually. On top of that it charges 1% on every invoice paid through it, unless payments run through its Propelr integration, where the fee is waived. Every plan includes unlimited users and SMS.

The feature list is broad for the price: unlimited reminders, automated workflows, late fees, customer groups, autopay, card surcharging, installment plans, recurring charges and a branded portal. The Clio connection is the reason many US law firms end up here. We worked the fee in more depth, including a full year of portal payments, in our InvoiceSherpa pricing breakdown.

Does InvoiceSherpa charge a transaction fee?

Yes. InvoiceSherpa's pricing page applies a 1% fee to all invoices paid through it, on every plan, and waives it only for payments processed through Propelr. On a $5,000 invoice paid online that is $50, on top of whatever your card processor charges. Customers who pay you directly by check or bank transfer are not charged the 1%.

That is why the best predictor of your InvoiceSherpa bill is not your invoice count, it is how many of your customers will click a pay button. If most of your clients are larger companies that pay by ACH from their own AP system, the fee barely bites. If you are a service business whose clients pay by card the moment a reminder lands, it will be the biggest line on the bill.

Does Paidnice work with QuickBooks?

Yes. Paidnice connects to QuickBooks Online and Xero on every plan, and to Stripe for card payments. It reads open invoices from the ledger and sends reminders on the schedule you set. It does not list QuickBooks Desktop. InvoiceSherpa also connects to QuickBooks Online and Xero, plus Clio for law firms.

If you are still choosing on the accounting side, our roundups of collections software for QuickBooks and collections software for Xero list every priced tool we could verify for each ledger. Payments that land in Stripe still have to be matched against the invoices they settle, and a reconciliation tool that matches payouts to invoices saves the month-end hunt when one payout covers a dozen customers.

Can Paidnice add late fees automatically?

Yes. Late fees, interest charges and early payment discounts are included from Paidnice's $69 Essentials plan, applied by rules you set to invoices synced from QuickBooks Online or Xero. InvoiceSherpa also lists late fees on every plan. In both cases the fee is only enforceable if it was in your agreed terms before the invoice went out, so check your contract first.

Our guide to late fees on invoices covers what US businesses can legally charge, the 1.5% a month convention and the state caps that limit it.

Which one should you buy?

Pick InvoiceSherpa if you are a small firm with under 100 open invoices whose customers mostly pay by check or ACH outside the portal, or a law firm that wants the Clio connection and autopay. It is the cheapest way to get a full reminder and portal system, and unlimited users help a firm with several partners.

Pick Paidnice if a meaningful share of your receipts will come in by card or online payment, if you run more than one company, or if late fee and interest automation is the main reason you are buying. The volume pricing is predictable, and it does not grow with the size of your invoices.

Either way, test the trial with real overdue customers rather than a sample file. Both tools are good at the routine reminder before and just after the due date. Where small businesses struggle is the invoice that is 45, 60 or 90 days late, where a friendly reminder has already been ignored three times.

A cheaper option when the problem is only overdue invoices

Paidnice and InvoiceSherpa are both full reminder systems: they chase every invoice from before its due date, run a portal and sync with your ledger. Plenty of businesses do not need all of that. They need the 20 or 40 invoices that are already late to get paid, without a percentage and without the agency step.

That is the job DebtAgent does. You upload your overdue invoices as a CSV export from QuickBooks or Xero, or type them in, and the agent drafts an escalating email sequence in your name: a friendly reminder, a firm follow-up, a final notice and a clear last step. You approve the wording once, it sends on schedule, and it stops for any debtor the moment you mark the invoice paid. Customers pay you directly, so there is no fee on what you collect. Starter is $49 a month for 50 active debtors ($294 billed yearly), Plus is $149 for 250 and Pro is $499 with no limit, all listed on the pricing page.

What it does not do is worth saying plainly. DebtAgent does not sync with your ledger, does not run a payment portal or autopay, and does not send reminders on invoices that are not yet due. If you want one system for the whole receivables cycle, buy Paidnice or InvoiceSherpa. If what keeps you up at night is the aging report, the payment reminder software page and the demo at the top of this page show what the overdue sequence looks like for one of your own invoices.