Debt collection follow-up tool

An organization needed to track a large volume of due dates and follow-ups across several staff members, with traceability requirements. Public-facing data shown here has been anonymized.

Follow-up tracking relied on shared spreadsheets: missed due dates, hand-written letters, no traceability, and a heavy repetitive workload.

• Stop missing due dates entirely
• Automate letter production
• Log every action for internal audit

The staff who process cases day to day, their managers who track activity, and the administration that audits actions.

A centralized application with an automatic due-date tracker, letter generation from templates, scheduled email follow-ups, and a complete history for every case.

PHP application with a MySQL database, a templating engine for letters, server-side PDF generation, and scheduled tasks for automatic alerts and follow-ups.

• Due-date tracker with automatic alerts
• PDF letter generation from templates
• Scheduled email follow-ups
• Full history and traceability per case
• Roles and permissions by department
• Excel exports for reporting

The tech stack was matched to the organization's existing environment to simplify hosting and in-house maintenance. Every sensitive action is logged with its author, timestamp and before/after state.

Migrating historical data from inconsistent spreadsheets required careful cleanup and validation: an import module with an error report was built to make the takeover reliable.

Tracking moved from relying on individual memory to a tooled process: due dates are anticipated, letters are standardized, and every case is auditable.

• No more missed follow-ups, thanks to the automatic tracker
• Letter drafting time cut from several minutes to a few seconds

• Statistical dashboard per department
• Electronic signature for letters