On the first business day of every month, each creditor client receives a PDF recovery report built from the case management database: files opened, amounts demanded and recovered, payment plans, files in litigation and the files waiting on the creditor's decision.
Typical results
Day 1
Reports sent on the first business day
5 figures
Opened, demanded, recovered, plans, litigation
≈40
Creditor reports built and sent in one run
Figures reflect typical results for this kind of automation.
The challenge
Each of the department's roughly 40 creditor clients wants to know what happened to its files, so each month account managers export data, build spreadsheets by hand and email them one by one. The work takes about two days, layouts differ between managers, numbers sometimes contradict last month's report, and files waiting on a creditor's decision get buried.
Before and after
Hours to prepare monthly creditor reports
−94%Days after month-end until reports are sent
−83%Report corrections after sending per month
−80%The automation
A monthly job runs on the first business day and queries the case management database, creditor by creditor, for files opened, amounts demanded, amounts recovered, files on payment plans and files in litigation. A PDF report with a stage breakdown and a list of files waiting on the creditor's decision is generated from one template and emailed to each creditor contact, with the account manager copied. Reports with unusual totals are held for review.
How it works
- 01
Monthly run on business day one
On the first business day of the month, the report job starts and builds the list of active creditor clients.
- 02
Figures pulled per creditor
The case management database is queried for files opened, amounts demanded, amounts recovered, payment plans and files in litigation.
- 03
PDF built from one template
Each creditor's figures fill the same PDF layout, with a stage breakdown and a list of files waiting on the creditor's decision.
- 04
Emailed to the creditor contact
The report goes to each creditor's contacts with the account manager copied, and a send log is kept for every month.
Starts from
- Case management database
Delivers
- PDF recovery report
- Email to creditor contact
- Files awaiting a decision
The impact
Report preparation drops from about 16 hours a month to 1 hour of review, roughly 2 working days saved. Reports go out on the first business day instead of about a week after month-end, and corrections after sending fall from around 5 a month to 1.
Questions about this automation
Where do the numbers come from?
Straight from the case management database the department already uses. Each figure is a fixed query, such as amounts recovered in the reporting month for that creditor, so every report is calculated the same way and the totals match what account managers see in the system.
Can a creditor get a different breakdown?
Yes. Optional sections, such as a breakdown by debtor type or a list of files closed this month, can be switched on per creditor in a settings sheet. The core layout stays the same, so every creditor's reports remain comparable from one month to the next.
What if the data looks wrong on the run date?
Before sending, the job checks for gaps such as a creditor with no data or totals far from last month's figures. Those reports are held and the account manager is alerted to review them, while all the other reports go out on schedule as usual.