The verdict in three sentences
A Dublin B2B debt collection agency handling 14,000 cases a year and taking 200 client calls a week about case status keeps its collectors busy giving updates instead of recovering money. A client portal with case import by file or API, real time status, remittance statements, online mandate signature and EU hosting targets 60 % fewer status calls in a 4 month project. In the Irish market, such a portal costs 55,000 to 95,000 EUR (2026 order of magnitude), and it quickly becomes a sales argument against agencies still emailing PDF statements.
What creditors ask, and what they get today
The agency's clients are finance directors and credit managers. They want to know where a given invoice stands, how much was collected this month, and when funds will be remitted. Under the European Communities (Late Payment in Commercial Transactions) Regulations, creditors can also claim fixed compensation of 40, 70 or 100 EUR per invoice depending on the amount, which the portal should show line by line.
| Creditor request | Share of calls | Current answer | Answer with the portal |
|---|---|---|---|
| Status of a specific case | 45 % | Collector searching the case system | Case page with action history |
| Amount collected over the period | 20 % | Monthly PDF statement | Filterable dashboard and Excel export |
| Date and amount of next remittance | 15 % | Call to accounts | Downloadable remittance statements |
| Sending new debts | 10 % | Email with attachments | Import by file or API from the ERP |
| Approving a payment plan offered by the debtor | 5 % | Email exchange | One click approval, logged |
| Mandate and terms | 5 % | Scanned paper contract | Electronic mandate signature |
Functional scope and budget
| Module | Scope | 2026 Irish market order of magnitude | Share |
|---|---|---|---|
| Client area and access control | Multi-user accounts, roles, two factor login | 8,000 to 13,000 EUR | 14 % |
| Debt import | CSV template, duplicate checks, REST API | 9,500 to 16,000 EUR | 17 % |
| Real time case tracking | Statuses, actions, documents, debtor contact | 12,500 to 22,000 EUR | 23 % |
| Remittance statements | Fees, interest, fixed compensation per invoice | 9,500 to 16,000 EUR | 17 % |
| Mandate signature | Advanced e-signature (eIDAS), archiving | 5,000 to 8,500 EUR | 9 % |
| Case system connector | Sync with the collection software | 7,500 to 13,500 EUR | 14 % |
| Security and EU hosting | Encryption, audit logs, backups | 3,000 to 6,000 EUR | 6 % |
At Kolonell, this portal falls into our complex application category: 7,000,000 to 15,000,000+ FCFA, that is 10,670 to 22,870+ EUR, with the exact amount set in the quote after a workshop on your case system. EU hosting, maintenance (53 to 183 EUR per month depending on level) and any extra connectors are scoped in the same quote.
The 4 month plan and watch points
Month 1 is a status workshop: agencies often use 30 to 50 internal codes, which need grouping into 8 to 10 statuses a creditor understands. Month 2 delivers the client area, import and case page. Month 3 adds remittance statements, cross-checked with accounts on three months of history. Month 4 covers mandate signature, security testing and opening to 10 pilot clients.
Two watch points. GDPR applies to individual debtors, including sole traders and directors who signed guarantees: retention periods, restricted access and a log of every view, with the Data Protection Commission as regulator. And the portal must never show a remitted amount that differs from the client account bank statement.
Mini case study
Ciaran, managing director of the agency, counts 200 status calls a week at 6 minutes each, 20 hours. A 60 % drop frees 12 hours a week, about 560 hours over 47 weeks. At 38 EUR per loaded hour, that is roughly 21,300 EUR a year, reinvested in calls to debtors. If those hours lift recovery by 1 % on a 40,000,000 EUR portfolio at an 8 % fee, the gain reaches 32,000 EUR. Add two new clients won thanks to the portal at 20,000 EUR of annual fees each, and the yearly gain passes 93,000 EUR for a 75,000 EUR portal.
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FAQ
Can clients send debts automatically?
Yes, by CSV upload or API from their ERP. The import checks duplicates and required fields, which avoids about 90 % of back and forth.
Does the portal show debtor contact history?
It shows actions and outcomes, with adjustable detail. Collectors' internal notes stay hidden.
Where is data hosted?
In the EU, with a certified host, daily backups and 30 day retention. Every view is logged.
How long until we are live?
Allow 4 months for the full scope. A first release with client area and case tracking can open in month 2.
Can the portal calculate remittances?
Yes, from collections, fees in the mandate and the 40 to 100 EUR fixed compensation per invoice. Testing on three months of history validates the figures.
Let's scope your project. Tell us about your collection software, your volumes and what your clients ask most, and we will scope the portal and a 4 month plan. Detailed quote within 48 h. WhatsApp +221 77 596 93 33.
Mohamed Bah
Fondateur, Kolonell
Passionate about digital and entrepreneurship in Africa, Mohamed has been helping Sénégalese businesses with their digital transformation since 2020. Founder of Kolonell, he believes every SME deserves a professional and accessible online présence.
