The best tools for tracking overdue Xero invoices as a team (2026)

Xero tells you which invoices are overdue and has a notes section at the bottom of each invoice that you can use to record what’s been done about each to date. However, to read the notes you have to click into each invoice. It’s hard to get an overview of what’s going on across all customers or invoices, especially if there are multiple team members involved in chasing.

Sales teams solved this team collaboration problem with a kanban view of the sales pipeline, with cards for the different deals. The same works for finance teams, except instead of prospective deals each card represents an overdue customer or invoice. There are three tools finance teams can use for this task: Jira, HubSpot and Trove. This guide walks through each and what’s best in different situations.

The problem to solve: getting one clean view of your overdue customers

A good setup for chasing overdue invoices as a team needs four things:

• A shared board so everyone sees the same statuses, assign team members to different customers and track progress.
• Email syncing and workflows so your team can send emails to chase customers.
• Notes and history so the whole team can see what happened last.
• A live link to Xero so the board shows the latest view of what’s outstanding and a card disappears once the invoice is paid.

Each of the three tools below cover these areas. Which one you choose will depend on whether you are prioritising cost, comprehensive chasing features, .

The three tools at a glance

	Kanban board	Email synced	Chasing workflows	Notes and reminders	Pricing model	Native Xero connection	Best for
Jira	Yes	No	No	No	Generous free tier	No - only via Zapier (paid add-on)	A free board
Trove	Yes	Yes	Yes	Yes	Fixed price	Yes	Add chasing workflows
HubSpot	Yes	Yes	No	Yes	Per user	Yes	Teams running billing in Hubspot

Summary Jira gives you a clean kanban board and the drag-and-drop functionality. You can build columns that mirror your chasing process and move customers through them as the conversation progresses.

Watch outs Jira has no native Xero connection, so the only way to get invoices onto the board is to create the cards yourself or wire up Zapier to do it for you. Zapier is a paid layer on top of a free tool and the connection is enables can be brittle. Most people stick to manually dragging and dropping within Jira.

Best for Best for small teams that want a free, flexible board and are willing to manually create cards for overdue customers and invoices.

Summary Trove is designed as a native Xero add-on and is a Xero 2026 Growth App. Connect your Xero account and Trove pulls your overdue customers and invoices straight onto a kanban board. From here, you can track progress, enrol customers and invoices in chasing workflows and see cards automatically move off the board as they are paid.

Watch outs Trove is designed for chasing unpaid invoices. If you want a generalised task tracker for general finance admin (e.g. raise invoice, collect expense receipts) Trove will fall short.

Best for Best for small teams that want to track overdue customers and invoices that stays in sync with Xero.

Summary Hubspot has a kanban board alongside an inbox connection, so emails to and from a debtor sync against the right record. Its notes functionality is genuinely strong - if your chasing depends on context (“spoke to their AP team, payment run is the 28th”), HubSpot keeps that history tidy and surfaces it when you need it.

Watch outs Hubspot does sync with Xero but this is designed for teams using Hubspot for invoicing. If you create invoices in Xero, you may find the sync falls short of what you need. However, if you already invoice in Hubspot, using the same tool to chase invoices makes total sense.

Source: Hubspot Website, June 2026

Best for Best for teams using Hubspot to manage invoicing and looking to run chasing in the same tool.

How to choose

The three tools are really three trade-offs:

• If a free board matters most and you’ll do the setup yourself, Jira is the cheapest way in. Just budget for Zapier if you want any automation between it and Xero.
• If you want a tool 100% focused on tracking and chasing unpaid Xero invoices, go for Trove. It was designed for this use case and has a native Xero sync.
• If you already use Hubspot for raising invoices, stick with Hubspot for doing the chasing. Buying an extra tool probably isn’t worth it.

For the wider set of options, see our guide to credit control software for UK small businesses.

FAQ

Which tool is best for tracking overdue invoices in Xero as a team?

It depends on what matters most. Trove is the only option with a native Xero connection, so the board stays current automatically. Jira is the cheapest starting point if you’re happy to manage the Xero link manually. HubSpot suits teams whose chasing is driven by notes, alerts and a synced inbox.

Does Jira connect to Xero?

Not natively. You can use Zapier to push invoices from Xero into Jira, but that’s a paid add-on and an extra moving part to maintain.

Does HubSpot connect to Xero?

Yes. HubSpot does connect to Xero but this is optimised for teams using Hubspot to create their invoices. If you use Xero for invoicing, Hubspot may fall short for chasing unpaid invoices.

Does Trove connect to Xero?

Yes. Trove has a native two-way sync with Xero customers and invoices. When Xero updates, so does Trove.