Unleashed + PencilPay Integration

PencilPay is a specialised B2B trade payment and credit management platform for wholesalers and product sellers who offer net payment terms. Launched in 2019, PencilPay automates the entire wholesale account lifecycle from online credit applications and automated credit checks, through to payment processing and reconciliation. It integrates directly with inventory, ERP, and accounting software including Unleashed, Xero, MYOB, and QuickBooks. PencilPay is used by more than 2,000 Australian SMEs and serves wholesale businesses across food & beverage, FMCG, health products, apparel, building materials, and more. 

Most wholesale businesses extend trade credit to their customers — selling goods on 7, 14, or 30-day payment terms, but manage the process with paper forms, manual credit checks, and phone calls to chase overdue invoices. This creates significant admin burden, cash flow uncertainty, and bad debt risk. PencilPay replaces this manual process with an automated, digital workflow: customers apply online, get credit-checked automatically, store their payment method at onboarding, and are charged automatically when invoices fall due. The result is faster onboarding, fewer debtor days, and less time spent chasing money. 

PencilPay is designed for wholesale product sellers who offer payment terms to their customers. This includes businesses in food & beverage, FMCG, coffee roasting, brewing and distilling, wine distribution, health products, clothing and apparel, and building materials, essentially any wholesale or manufacturing business that sells on account. PencilPay is used by accounts teams, sales teams, and operations managers who want to reduce the admin and risk associated with trade credit. 

The integration creates a connected flow between PencilPay and Unleashed across the full trade account lifecycle: 

• A new wholesale customer submits their credit application and billing details through PencilPay (takes 60 seconds) 
• PencilPay automatically checks and validates the company information 
• Verified customer and billing details are pushed into Unleashed (and Xero) in real time, no manual data entry 
• The customer is set up in Unleashed as a trade account customer, ready to receive orders and invoices 
• When invoices become due, PencilPay automatically charges the stored billing method 
• Payments reconcile directly in Unleashed, no manual reconciliation required 

The primary mechanism is the stored billing method. When a customer stores their payment method at onboarding, PencilPay can charge it automatically when invoices fall due, without any action required from your accounts team or the customer. This eliminates the most common cause of late payment: customers simply not getting around to paying. PencilPay reports that businesses using this approach can reduce average debtor days by up to 50% within 90 days. 

Payments collected through PencilPay reconcile directly in Unleashed (and Xero, if connected). This means your accounts team doesn't need to manually match payments to invoices, the reconciliation happens automatically when PencilPay processes a payment. This is one of the most significant time savings for accounts teams managing large volumes of wholesale accounts. 

Yes. PencilPay is designed to handle different customer types and risk profiles, with industry-specialist terms and conditions and a structured approach to managing wholesale accounts. It supports businesses with large numbers of wholesale accounts and complex credit management requirements, not just simple, single-tier wholesale operations. 

PencilPay provides one-on-one support, free training sessions via Zoom, phone assistance, and live chat support. They can assist with setting up PencilPay quickly and integrating it with your existing Unleashed, Xero, or MYOB setup. PencilPay is known for hands-on, responsive support during onboarding.