Full capability breakdown

Debt Collection Software Features: Every Capability Inside Debtics

Debtics gives recovery teams a Debtor 360 workspace, a prioritised collection queue, weighted risk scoring across five segments, and an automation engine that runs WhatsApp, SMS, email, IVR and push follow-ups inside quiet hours and contact caps. Below is every module, every rule, every report, and every role that ships with it.

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Six stops through a live recovery cycle, from the moment an account lands in the queue to the moment it closes as collected or moves to the legal track. Click any stop to jump.

Stop 1 of 6

Start the day with a queue that already knows the next move

Every agent opens a prioritised worklist. Each account carries a next best action and a preferred channel, so the decision of who to contact, how, and in what order is already made before the first call.

Collection queue · todayAUTOMATION ON

Almas TradingINV-2041 · 32 DPDAED 42,300Call nowWhatsApp

Gulf InteriorsINV-1877 · 18 DPDAED 18,940Send reminderEmail

David SmithPTP due FridayAED 15,000Confirm promiseSMS

Priya NairINV-2103 · 6 DPDAED 2,400Soft nudgePush

Sorted by weighted risk score142 accounts in this queue

Every module, in detail

Debtics ships as one connected system. Each group below is a working part of the platform, not a roadmap item, and each is available inside the Starter, Growth and Enterprise plans.

Debtor 360 collections workspace

A single drawer for everything known about an account, so agents stop switching tabs and stop rebuilding context before every conversation they have.

Six tabs in one view: overview, contact history, promises to pay, portal messages, documents and notes
Inline actions: log a call, record a payment, send a message, send WhatsApp, escalate, open the portal, refer to legal
Dispute and hardship flags that change how the account is treated
A per-debtor automation toggle to switch a single account off the engine
Documents held in S3-compatible storage against the account record

Prioritisation, segmentation and risk scoring

Not every overdue account deserves the same pressure. Debtics sorts your book by recoverability, then tells each agent what to do next on each account.

Prioritised collection queue with a next best action per account
Preferred channel surfaced per debtor
Five segments: Soft Touch, Warm Chase, Firm Action, Legal Track and Write-Off
Segment assignment driven by outstanding balance and days past due
Weighted risk score built from balance and DPD, payment history, responsiveness, employment and assets

Omnichannel templates and sequence building

Write once, reuse everywhere. Templates and sequences carry your tone, your placeholders and your cadence across every channel your recovery team uses.

Template library covering SMS, Email, WhatsApp, IVR and Push
Placeholders including debtor_name, amount, account_number, due_date and payment_link
Official WhatsApp Business API with pre-approved templates and opt-out handling
Visual sequence builder implementing a 5x5x5 cadence with drag-to-day reordering
Contact heatmap showing channel intensity so no debtor is over-contacted

The automation engine and its five rules

Automation runs the routine chase so your agents handle the conversations that actually need a person. Every rule is editable, and the master switch stays with you.

Master automation on and off switch per tenant
Trigger rule starting outreach at a chosen DPD threshold
Frequency rule setting the minimum interval per segment
Escalation rule raising a case after a set number of no-responses
Pause rule stopping outreach on dispute, hardship or partial payment, and Close rule ending on full payment
Business days only, with quiet hours and daily caps enforced, repeating weekly until the debtor replies, a note or follow-up is logged, or automation is disabled

Background reading: how automation improves debt recovery.

Promises, follow-ups and payments

The commitments your agents secure on the phone become tracked objects in the system, measured against real money received rather than good intentions.

Record a promise to pay with an amount and a promise date
Broken promises flagged automatically
Log a call or visit with a contact code and a next follow-up date
Create a promise to pay directly from a logged call
Record payments with amount, date, method, type, allocation, status, notes and a receipt attachment
Link a payment to fulfil a specific promise to pay

Escalations and legal recovery

When outreach stops working, the account moves along a defined path with an owner, a status and a timeline, instead of quietly ageing in a spreadsheet.

Raise an escalation with an assignee and a note
Escalation statuses Open, In Progress and Resolved with resolution timing
Automatic escalation after repeated no-responses
Refer to legal with a case number and court
Legal status flow from Pre-Legal to Submitted to Judgment Obtained to Written-Off, with a status timeline
Assign a handler, keep lawyer notes, and track KPIs for total cases, exposure, pre-legal and judgment counts

Compliance controls and the defaulter portal

Contact limits, quiet hours and a self-service channel for debtors are built into the product, so compliant behaviour is the default rather than an agent's judgement call.

Editable contact caps per day and per week
Quiet hours and per-channel weekly limits
Compliance KPI targets for contact-attempt limits, right-party contact, dispute resolution time, data retention and agent certification
Defaulter portal login by email and phone with a forced password change
Debtors view their statement, message the team securely and raise objections or disputes
Agent replies appear directly in the debtor's messages tab

Analytics, reporting and data operations

Eight reports and a live KPI dashboard, built from the same records your agents work all day, so the management view and the floor view never disagree.

Dashboard KPIs: active accounts, recovery rate, promise-to-pay rate, average days to promise, recovery by segment, six-month engagement trend and compliance health
Eight reports: Promise-to-Pay, Log Calls and Follow-ups, Payments and Collections, Escalations, Legal Recovery, Recovery Performance, Aging and Bucket from 0 to 30 through 180 plus DPD, and Agent Productivity
Every report carries a filter bar, KPI tiles, a trend line, a breakdown chart and an exportable detail table
CSV export in UTF-8 with BOM
Drag-and-drop CSV import with a downloadable sample template, automatic column mapping, validation, preview and duplicate skipping
Import batch history, plus a notification bell with unread badge fired on payments, escalations, legal referrals, portal objections and auto-escalations

Sector specific views of the same modules are available for real estate collections and construction receivables.

Manual collections compared with Debtics

Most recovery teams do not lack effort, they lack a system that remembers. The comparison below is a like-for-like view of how the same seven jobs get done on spreadsheets and shared inboxes, and how they get done inside Debtics.

If the category itself is new to you, start with what debt collection software is.

Job to be done	Manual collections	Debtics
Deciding who to chase today	An agent sorts a spreadsheet by balance or by whoever shouted loudest	A prioritised queue with a next best action and preferred channel per account
Knowing the account history	Scattered across inboxes, call notes and personal memory	A Debtor 360 drawer with six tabs covering history, promises, messages, documents and notes
Treating accounts differently	Everyone gets roughly the same letter	Five segments and a weighted score from balance, DPD, payment history, responsiveness, employment and assets
Follow-up cadence	Depends on how busy the agent was that week	A 5x5x5 sequence run by trigger, frequency, escalation, pause and close rules
Staying compliant	Trust and training	Enforced quiet hours, daily and weekly contact caps, and per-channel limits
Tracking promises to pay	A note in a cell, forgotten by Friday	Promises recorded with amount and date, broken promises flagged automatically, payments linked to the promise they fulfil
Reporting to management	A monthly rebuild in a spreadsheet	Eight reports and a live KPI dashboard with CSV export

The difference is not speed of typing. It is that nothing depends on an individual remembering, so recovery performance survives holidays, handovers and staff turnover.

While you compare, these debt recovery tips for collection teams apply on either system.

Debt collection terms explained

Recovery teams, finance teams and legal teams often use the same words differently. These are the definitions Debtics uses across the product, its reports and this documentation.

DPD, days past due

DPD is the number of days an invoice or instalment has remained unpaid after its due date. Debtics uses DPD to place accounts into segments, to trigger the start of automated outreach, and to build the Aging and Bucket report across bands from 0 to 30 days up to 180 plus days.

PTP, promise to pay

A promise to pay is a recorded commitment from a debtor to pay a stated amount on a stated date. In Debtics a PTP can be created directly from a logged call, is automatically flagged as broken when the date passes without payment, and can be fulfilled by linking an actual payment to it.

DSO, days sales outstanding

DSO is the average number of days a business takes to collect payment after a sale is invoiced. It is a company-level measure of collection efficiency, while DPD measures a single account. Recovery rate and average days to promise in the Debtics dashboard are the operational levers that move DSO.

Dunning

Dunning is the structured process of contacting a customer repeatedly about an overdue balance, escalating in tone and channel over time. In Debtics dunning is configured in the visual sequence builder as a 5x5x5 cadence, with templates for SMS, email, WhatsApp, IVR and push.

Right-party contact

A right-party contact is a conversation that actually reached the person responsible for the debt, rather than a wrong number, a colleague or a voicemail. It is tracked as a compliance KPI target in Debtics because contact attempts that never reach the right party inflate activity without improving recovery.

Segmentation

Segmentation is the practice of grouping overdue accounts by recoverability so collection effort matches expected return. Debtics uses five segments, Soft Touch, Warm Chase, Firm Action, Legal Track and Write-Off, assigned from outstanding balance and days past due, and refined by a weighted risk score.

Escalation

An escalation is the formal handover of an account to a more senior owner when normal outreach fails. In Debtics an escalation carries an assignee and a note, moves through Open, In Progress and Resolved with resolution timing recorded, and can be raised automatically after repeated no-responses.

Pre-legal and legal recovery

Pre-legal is the stage where a debtor has been warned that legal action will follow but no case has been filed. Debtics tracks referrals with a case number and court through a status flow of Pre-Legal, Submitted, Judgment Obtained and Written-Off, with an assigned handler and lawyer notes.

For everything else there are answers to common Debtics questions.

Who uses Debtics, and what it connects to

Recovery is a team sport with very different jobs inside it. Debtics ships five internal roles plus a debtor-facing portal, and pulls your account data in from the finance systems you already run.

Five roles plus the debtor portal

Role	What this seat does
Platform Admin	Owns the workspace: team, channels, compliance settings, templates, automation rules and company profile including TRN
Recovery Manager	Oversees recovery operations, owns escalations and the legal track, and runs management reports
Team Leader	Supervises agents, works queues and follow-ups, and resolves escalations
Recovery Agent	Works the collection queue, logs calls, records payments and promises, and sends messages
Defaulter portal	Debtors log in by email and phone, view their statement, message the team and raise objections

Access is controlled from the first login. Tenant signup is approval-gated, first login uses an OTP sent by email or SMS, staff onboard with a temporary password, refresh tokens rotate, and repeated failures lock the account.

Smaller teams often run two or three of these seats, which is the usual starting point for debt collection software for SMEs.

Integrations and data

Debtics syncs account data inbound from Oracle, Odoo, Zoho, Sage and Epicor, and exposes a REST API for anything else in your stack. The sync is inbound only, Debtics reads your receivables data and never writes back into your ERP. Documents are stored securely, each client workspace is isolated from every other, and data is hosted in the UAE and GCC region.

There are dedicated pages for teams collecting in Bahrain, Saudi Arabia and Qatar.

No integration yet is not a blocker. Drag and drop a CSV, download the sample template, let Debtics map the columns, review the validation preview, and import with duplicates skipped automatically.

Field level detail lives in the product documentation.

See these features running on your own receivables

Import a CSV of your overdue book, set a DPD trigger, and watch the queue, the segments and the follow-up sequence populate with your real accounts. Starter, Growth and Enterprise plans are available, and a walkthrough with our team takes about thirty minutes. You can also talk to the Debtics team first.