Run reminders, payment plans and case follow-ups from one system
When case details, reminders, call notes and payments sit in separate tools, the next step gets missed and nobody can say what the portfolio is really worth. We build collections software where every case follows your schedule. A typical one is an email on day one, an SMS on day seven, a call on day fourteen, then the next legal step. Payments are matched to cases from your bank statements, and collectors start the day with a list of the cases that need a person. Managers see recovery rates without building a spreadsheet.
The situations where teams usually call us.
Case details, emails and call notes are spread over spreadsheets and inboxes, and half the context lives in people’s heads.
Reminders go out late or not at all, because nobody can see which cases are due today.
Someone matches bank payments to debtors by hand every morning.
Each client or type of debt needs its own process, and your current software forces one.
Managers can’t see recovery rates or collector workload without a day of manual reporting.
Rules run the routine steps on schedule. People take the conversations where judgment and tact matter.
From the projects we’ve built in this area.
Every collections team has a process, but it often lives in people’s heads and differs from one collector to the next. Agreeing the steps, timings and exceptions for each case type is half the project, and it is useful even before any software exists.
Many countries limit how often and at what hours you may contact a debtor, what you may say and how vulnerable people must be treated. We build those limits in as hard rules, so a busy day can’t break them. Your lawyer or compliance lead sets the rules, and the system enforces them.
In many teams the biggest daily chore is matching bank payments to cases by hand. A rule that matches by reference number and amount, with a short list of exceptions for a person, is cheap to build and works from day one.
Some debtors would rather pay or propose a plan online than talk on the phone. A link in the reminder leads to a page with the balance, a payment button and a plan request. That turns part of the caseload into self-service and frees collectors for the hard cases.
Packaged collections software works well when your process matches its design. This is where each option stands.
| Spreadsheets and email | Off-the-shelf collections software | Custom collections system | |
|---|---|---|---|
| Ready to use now | Yes | Yes | No |
| Automatic reminder schedules | No | Yes | Yes |
| Your own process per client and case type | Partly | Partly | Yes |
| Payment matching from the bank | No | Partly | Yes |
| Connected to your billing and CRM | No | Partly | Yes |
| Local rules, languages and documents | Partly | Partly | Yes |
| Upfront cost | None | Licence and setup | Fixed project price |
A typical timeline. We confirm yours after the project workshop.
Week 1
Map the case typesIn the project workshop we go through real cases with your collectors and write down the stages, timings and exceptions for each type.
Weeks 2–5
Build cases and schedulesCase records, import, reminder schedules and the collector worklist, built in 2-week stages with a demo every week.
Weeks 6–8
Connect payments and pilotBank matching and payment links go live for one client or case type, next to your current process.
Then
Portal, calls and reportsThe debtor portal, payment plans, voice reminders and portfolio reports, in order of the time they save.
Yes. A small team can start with case records, reminder schedules and payment matching, which cover most of the manual work. A debtor portal, voice calls and detailed reports can come later.
Yes. Each creditor, type of debt or amount band can have its own schedule, templates, fees and escalation rules. Collectors see the right next step without having to remember which client has which rules.
Yes. We import bank statements or connect to your bank’s API and match payments by reference number (the variable symbol in Slovakia and Czechia), amount and debtor. Payments that don’t match go to a short list for a person.
It can make routine reminder calls and record promises to pay, and the debtor is told they are speaking to an AI assistant. Disputes, hardship and anything that changes the debt go to a collector. Whether AI calls are allowed, and how they must be disclosed, depends on your country and your client contracts, so we check that first.
Collections data is personal data under GDPR, and debt is a delicate subject for the people involved. From the start we build in access by role, an audit log, retention periods per case stage and EU hosting. Your data protection officer approves the setup.
Yes. New overdue invoices can flow in from your billing system or ERP, payments and settlements go to accounting, and client reports go out on schedule. Where a system has no API, we use file imports and exports.
A collections system with cases, schedules and payment matching usually falls in our €10–30k range. Platforms for many creditors with a portal and many integrations go above €30k. First versions take 6 weeks to 3 months, at a fixed price agreed after the project workshop.
You do. The code, repositories and accounts are handed over at launch. We fix bugs for free for 3 months, then you can choose monthly support.
Walk us through a typical case, from the first overdue invoice to payment. We’ll tell you which steps a system should run and what a first version would cost.
JurajCEO, QikBuild
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