Debtor Daddy is an online software solution that connects with Xero to help keep money coming into your bank account automatically. Debtor Daddy chases your debtors for you, but is it really that easy?

What does Debtor Daddy look like?  

A very important aspect of any add-on is the interface and how user-friendly it is. Debtor Daddy is one of those solutions that is both simple and functional.

When you first log in to your free trial, you need to import your organisation’s data by choosing which accounting software you use. Debtor Daddy natively integrates with Xero, QuickBooks and MYOB AccountRightLive. This review and WhichAddOn.com is just focused on the Xero add-ons and the Xero ecosystem, so let’s start this review by taking a look at the features of Debtor Daddy?

The interface is broken up into three major areas.

  1. Hit List – listing all your customers with overdue invoices and the totals
  2. Scheduled – showing all your scheduled reminders you have set to chase from the Hit List screen
  3. Collectors – think of this like the “intensity” of the reminders being sent ranging from friendly to no-nonsense.

What does Debtor Daddy do? 

It only takes a moment for Debtor Daddy to connect up to Xero, I used the Demo Company in my case for this review. I will discuss a little bit further on the limitations of Debtor Daddy.

Debtor Daddy has a great little initial walkthrough that explains the key features:

  • Every day Debtor Daddy automatically connects to Xero and fetches your overdue invoices. Anything that’s overdue gets added to your Hit List where it is automatically assigned to a Collector – that’s a person in your organisation that’s responsible for approving the debtor chasing process and it’s automation properties.
  • Collectors determine the frequency of your reminders. You can modify each collector to suit your needs. You can also choose which reminders are sent automatically and which ones require manual approval.
  • The scheduled view shows you what reminders are going out tomorrow. From there, you can pause and cancel reminders.
  • The Hit List includes a powerful search and preset filters so you can easily see the status of your reminders. From the Hit List, you can assign collectors, pause reminders and see upcoming reminders for each of your contacts.
  • You can mute contacts which prevents Debtor Daddy from sending reminders to specified contacts.
  • You can configure collectors to suit your requirements.
  • You can flick the switch to send reminders automatically or do it all manually.

There were a number of questions that came up for me initially for which I discovered the answers for you so that you don’t have to.

Do I get an email every day before anything gets sent so that I remember to not chase something that I don’t want to chase?

Once automatic reminders are enabled on your account, you will receive a Daily Reminder Schedule at 8 am your local time, the following morning.  This email lets you know how many reminders are scheduled to go out and provide you with a link to the Scheduled Screen to view the reminders to go.

What does a reminder look like?

Here is an example of what the reminder invoice looks like. At this time it’s not possible to add your logo to your reminders.

 

What types of reminders are sent? Email, SMS, etc.

Reminders at this stage are all sent by email with SMS in the “planned” status in the feature requests.

Training/Support

Debtor Daddy has a comprehensive help centre which can check out here.

The online help is the only help available to those on the Solo plan. Email, chat and in-app support are available to Business plan users, with Enterprise levels users getting phone support.

Debtor Daddy is simple-to-use and makes sense to even an untrained user. I don’t think you can screw up and send emails out to people you aren’t supposed to – unless you ignore your warning emails or un-pause the reminders without looking at the list you are sending. 

Reporting

The reporting is simple in that it’s showing you who owes you money, how much and if they are set to automatically receive reminders or not. If you are planning to analyse your debtors and drill down into invoices to see what they were for, do this in Xero first and then use Debtor Daddy to do the auto-reminding.

Debtor Daddy only begins displaying invoices in the system from 2 days prior to the due date. Invoices will not display anywhere in the system until they are 2 days prior to being due.

For Xero Advisors, Debtor Daddy’s reporting has been quite basic until now when you have many clients to manage – but today see’s the release of the Receivables Reporting Dashboard. You can see total debtors for the organisation in graph form with key indicators like debtor days and overdue ratio. You can see which organisation you need to review and which ones look OK without going into the Xero file. The Receivables Dashboard is free for Xero advisors or businesses with multiple Xero organisations to manage.

Pricing Levels  

Debtor Daddy has really got competitive with their pricing, stating “Rescue your time. For the price of a coffee a week…”. It’s not really dependent on how many invoices you are owed, just how many users you need to use it. You can start on the Solo plan and then move up to the Business plan and shouldn’t need to go up from there no matter how many invoices you have owing.

There are three subscriptions available billed either monthly (no-commitment necessary) or annually.

  1. Remind plan – from NZD$49/month
  2. Call plan – from NZD$90/month
  3. Remind and Call plan – from NZD$119/month

Or you can call for custom pricing plans via the Pricing page here.

Every plan includes unlimited email reminders. As you might guess, the Solo plan is for one user, the Business plan allows unlimited users. The biggest difference between the solo plan and business plan in functionality is that the Solo plan only allows for up to 10 overdue invoices and 50 contacts and online help support, whilst the Business plan allows unlimited invoices and contacts and email, chat and in-app support.

The Enterprise plan is for a dedicated credit control specialist on your team and gives you everything from the plans mentioned above as well as debtor phone calls, reminder letters, escalation to debt collection and phone support.

Xero Integration

Debtor Daddy reads data from your Xero file, it does not make any changes to Xero or send any information back to Xero. It would be great to be able to update contact information for debtors within Debtor Daddy and that invoice flows back to Xero, however, it’s not possible at this stage.

To makes changes to a contact or an invoice, you make them in Xero first then run the manual update function in Debtor Daddy to fetch the latest changes to invoices and contacts.

Debtor Daddy History  

Debtor Daddy was one of the first debtor management add-on solutions to join the Xero ecosystem, co-founded by Matt McFedries in 2012. For many years, Debtor Daddy was just a basic email reminder system and we were all waiting for the bigger, better version to come.

2015 saw the evolution of The Next Generation Debtor Daddy with a new interface, many new and improved features many had been waiting for, more affordable pricing and greater flexibility.

Best Suited Industry

Best suited industries is a hard one for these horizontal types add-ons as the truth is that anyone that has invoices to follow up for payment could use it. So let’s be a little more practical and say what industries it doesn’t suit.

Debtor Daddy isn’t really suitable for those businesses that have more than one invoice per customer per chasing period at this time as one email is sent per invoice. However, the development team is currently working on a solution to send one email per client instead of one email per invoice. Let’s have a look at some other missing features on the way.

What’re the missing features?

I always love checking out the feature requests and planned development for an app as it gives me a good idea of what the Xero add-on doesn’t do yet, that I have assumed it does.

Here are some the ones that will be great to see in Debtor Daddy, currently in the “in progress” or “planned” stages:

  • Invoice Groups – which means that reminders will be sent for a total invoice group instead of sending one email per invoice.
  • Be able to control the day that our automated reminders go out – currently, the reminders are sent X number of days after the first reminder
  • Be able to include the invoice date in the reminders as well as the overdue date as some clients get confused with just the due date being present

The email reminders aren’t as customizable as some other solutions, but they get the job done for those that want simple, fast and effective with minimal setup.

Final Thoughts

Debtor Daddy is a great little solution for consulting and service-type businesses that also have outstanding invoices and don’t have to chase debts. Debtor Daddy’s pre-reminders that give a debtor a little nudge to remind them that the invoice is due soon is a perfect way to gently remind your customers and get paid on time. The email customisation and inability to brand your emails might not be OK for everyone, it’s up to you to make that choice.

 

Not a Business User?