Debt collection software

Using a debt collection software brings you various benefits, including:

• Time and efficiency gains

Debt collection software like LeanPay helps you gather all accounting documents, reminder history (emails, letters, SMS), exchanges and other case-related files in one place. This saves you significant time in both in creating and tracking cases.

• Streamlined information sharing and collaboration

Debt collection software makes it easy to transfer files to the right people. It simplifies collaboration between various parties involved (bailiffs, debt collection agencies, lawyers...) on the same case.

• Reduction of unpaid invoices

The faster a case is handled, the better the chance of recovering the debt. Using dedicated software ensures rapid processing of your recovery file.

Here are the main steps to build a complete file in our debt collection software :

1- From a customer profile, go to the “Initiate an invoice recovery” feature

2- Select all the customer's invoices to be marked as in judicial recovery

3- Confirm and download the file

4- The file is automatically created and downloaded. It contains your customer's legal information, reminders sent previously, exchange history, selected invoices PDF and any additional documents.

5- Send the file to a debt collection provider by email. Either yours or one of ours.

6- Track the case

In the debt collection process, several actors are involved, each with distinct roles at different stages. Clearly identifying their role helps to better understand how legal debt recovery works. Here are the 4 main actors: the lawyer, the judge, the court clerk and the enforcement officer (bailiff).

• A lawyer is almost essential in legal procedure. He represents you and argues your case in court. If the judge orders additional investigation (expert reports, inquiries), the lawyer can assist you. Even for smaller cases, it's recommended to hire a specialised lawyer to ensure the case file is well prepared and all legal requirements are met (valid letter of formal notice, conformity of contractual documents...).
• The judge is the one who settles the dispute impartially. First, he examines the evidence provided (contracts, invoices, letters...) to ensure the debt is certain, liquid and due (and not prescribed for example). He may order further investigations if needed, then determines the applicable legal framework. Finally, he makes his decision.
• The court clerk's office is the tribunal's administrative hub. Clerks handle all administrative duties before, during and after hearings: sending summons, liaising with lawyers, copying and transferring documents, taking court notes, drafting rulings, and notifying parties. They also support judges in hearings.
• The enforcement officer, or bailiff, is a neutral public officer. Their role is to formally inform each party of their rights and duties. They are involved throughout the legal recovery process: serving the initial summons to the debtor, passing on lawyers' arguments and interim rulings, and finally serving the court’s decision to trigger appeal deadlines.

To choose the best debt collection software, you need to take into account several important criteria:

• Feature coverage

Evaluate whether the software covers all of your needs related to debt collection management: generating case documents, building a file quickly, managing recovery partners, tracking progress...

• Easy of use and ergonomics

The software interface should be intuitive and easy to use, to ensure user adoption. The goal is to avoid wasting time due to a cluttered or complex design.

• Customisation capabilities

Check if the software can adapt to your organisation. For example, if you already have a debt collection provider, the tool should allow seamless file transfer.

• Support and onboarding

Beyond the tool itself, assess the quality of additional services: training, technical support, updates, and change management.

• Customer feedback

Read customer testimonials and reviews. Don’t hesitate to ask for references.

• Pricing

Obviously, pricing matters! Choose the tool that fits your budget and needs.

Yes, with LeanPay, our debt collection software, you can send your letters of formal notice.

To do this, simply add a specific step to your reminder workflow. You choose the registered letter channel and define how many days of delay should trigger the letter. Then you write the content of your formal notice. We have a formal notice letter template that you can use. You can also attach the related invoice and any supporting documents (purchase order, delivery note…).

Reminder: to be legally valid, the demand letter must include all required legal statements.

The software automatically calculates when a demand letter should be sent based on the invoice due date. If no payment has been received, it will prompt you to send it: all you need to do is validate (or edit it first, if necessary).

Once you confirm the send, your letter is printed and sent by registered mail via La Poste. Because LeanPay is directly connected with La Poste, you get access to proof of posting and delivery receipts.

Our debt collection software records the formal notice at both the customer and invoice levels.

Here are three legal actions to consider if your demand letter fails:

• Order for payment:

This is the simplest and quickest way to obtain an enforceable title against a debtor. You need to compile a case file including proof of the debt (purchase order, contract, unpaid invoice) along with the unanswered formal demand letter. This file is submitted to the president of the Court.

The judge rules solely on the submitted documents: if he determines that the evidence confirms the existence of a due and enforceable debt, he issues an order for payment.

This is a cost-effective and quick process for the creditor. However, if the debtor contests the order or the judge rejects it due to insufficient proof, a more complex legal procedure will be required.

• Interim payment order

This is also a fast and low-cost option. However, the debt must be undisputed. The judge must be certain that the claim cannot be contested. If there is any doubt, the request will be denied.

• Court summons

This is the longest and most expensive litigation procedure. It involves a full trial aimed at confirming the legitimacy of the claim, the amount owed, and that the due date has passed. It's a standard adversarial process where both parties present their arguments and evidence to the judge. If the debtor is found liable, he is legally required to pay.