Creditors upload overdue accounts as a CSV, and each debtor file opens with a generated demand letter, registered mail and an SMS payment link. Unpaid files move to a firmer notice after 14 days, then to a lawyer's approval queue for filing.
Typical results
14 days
Between stages when there is no payment or reply
≈2 min
Staff time to open and letter a file
Weekly
Balance report sent to each creditor
Figures reflect typical results for this kind of automation.
The challenge
Creditor clients send overdue accounts in spreadsheets of every shape, and each file is opened, lettered and diaried by hand. Second notices go out late or not at all, files sit for weeks before anyone prepares a claim, and creditors call to ask for balances that nobody has updated since the last payment.
Before and after
Files settled before a claim is filed
2.1×Staff minutes to open and letter one file
−90%Days from batch upload to first demand letter
−80%The automation
Creditors upload overdue accounts as a CSV. Each row opens a debtor file, generates a demand letter from the practice's template, sends it by email and registered mail, and sends an SMS payment link. Files with no payment or reply after 14 days move to a second, firmer notice, then to a ready-for-filing queue where a lawyer approves the claim. Any payment closes or reduces the file and updates the creditor's balance report.
How it works
- 01
Batch upload
A creditor uploads overdue accounts as a CSV, and each row opens a debtor file with the balance and contact details.
- 02
Demand letter and SMS
A demand letter is generated from the practice's template and sent by email and registered mail, with an SMS payment link.
- 03
Second notice at 14 days
Files with no payment or reply after 14 days get a firmer second notice automatically.
- 04
Lawyer approves filing
Files still unpaid enter a ready-for-filing queue with a draft claim, and a lawyer approves each one.
- 05
Payments close files
A payment closes or reduces the file at any stage and updates the creditor's balance report.
Starts from
- Creditor CSV upload
- Debtor payments
Delivers
- Demand letters and notices
- Lawyer filing approvals
- Creditor balance report
The impact
About 25% of files settle on the demand letter or the second notice, before any claim is filed. Every file moves on schedule, lawyers spend their time approving ready claims, and creditors see current balances in a weekly report instead of calling for updates.
Questions about this automation
What format does the creditor's CSV need?
A simple template with the debtor's name, ID number, contact details, invoice numbers, amounts and due dates. Columns are checked on upload, and rows with missing contact details or amounts go back to the creditor with a note, so only complete files enter the ladder.
Can the waiting periods and letters differ by creditor?
Yes. Each creditor can have its own letter templates, waiting periods between stages and settlement rules, kept in a settings table. A creditor that wants 21 days before the second notice, or a different tone in the first letter, gets that without a separate workflow.
What does the lawyer see before approving a claim?
The ready-for-filing queue shows each file's balance, the letters sent and their delivery status, any debtor replies and a draft claim built from the file. The lawyer approves it, returns the file for another notice or closes it. This is a multi-step build, usually rolled out in stages.