The verdict in three sentences
Custom case management software for a Dublin debt recovery firm handling about 9,000 cases a year costs roughly 60,000 to 120,000 EUR excluding VAT in 2026. The biggest gain sits in amicable collection, where automated reminders, payment plans and calculations save around 20 % of agent time. The project only works if it respects Central Bank of Ireland conduct rules, GDPR and court-stage workflows from the start.
Where time goes in a Dublin recovery firm
Dublin firms collect for utilities, telecoms, banks, credit unions and landlords. Work ranges from amicable letters and calls to solicitor referral, District Court proceedings and enforcement through county sheriffs. Many firms run an older platform plus spreadsheets for client reporting and payment plans.
| Activity | Annual volume | Current time | Target time | Saved |
|---|---|---|---|---|
| Case intake and validation | 9,000 cases | 12 min | 5 min | 1,050 h |
| Amicable collection | 7,000 cases | 100 min | 80 min (−20 %) | 2,333 h |
| Payment plan management | 2,500 plans | 30 min | 18 min | 500 h |
| Legal referral files | 900 files | 60 min | 50 min | 150 h |
| Client reporting | 40 clients × 12 | 4 h | 1 h | 1,440 h |
| Total | 5,473 h |
That is close to three full-time agents freed for higher-value work.
Modules and 2026 cost ranges
The software must handle cases per creditor, contact rules, vulnerability flags, interest and cost calculations agreed with clients, segregated client money and clear audit trails. Irish regulations limit contact frequency and require fair treatment of vulnerable customers, so rules must be enforced by the system, not by memory.
| Module | Functions | 2026 order of magnitude (excl. VAT) |
|---|---|---|
| Case management | Creditors, debtors, stages, deadlines, documents | 12,000 to 24,000 EUR |
| Amicable collection | Letters, SMS, email, contact rules, debtor portal | 12,000 to 24,000 EUR |
| Calculations | Interest, fees, statements, settlements | 8,000 to 16,000 EUR |
| Legal workflow | Solicitor referral, court stages, enforcement tracking | 9,000 to 18,000 EUR |
| Client money and reporting | Segregated accounts, remittances, client dashboards | 10,000 to 20,000 EUR |
| Integrations and migration | Client file feeds, payment provider, data import | 9,000 to 18,000 EUR |
| Total project | 60,000 to 120,000 EUR |
For reference, Kolonell's custom application grid runs from 6,100 to 10,670 EUR (medium) to 10,670 to 22,870+ EUR (complex), with maintenance at 53, 114 or 183 EUR per month. Regulated integrations and client data feeds are quoted after scoping.
The debtor portal as a recovery lever
Many debtors want to settle, just not on the phone. A secure portal where they see their balance, propose a payment plan and pay by card or bank transfer raises amicable recovery rates. Firms that deploy one often report 10 to 15 extra points of collection on small balances, as an order of magnitude.
What to put in the specification
Before asking for quotes, describe your case types (consumer, commercial, landlord arrears), annual volumes per client, the formats in which clients send files and your current recovery rates by stage. List the regulatory rules you apply, including contact limits and vulnerability handling, and the reports each client expects every month. A two-page brief lets vendors quote within a 15 % range and prevents the typical overrun where client money reconciliation is discovered late. Ask each vendor who owns the code, how audit trails are stored and how a new client feed can be added without a full development cycle.
Mini case study
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Siobhan, operations director of a debt recovery firm in Dublin, manages 24 agents and 9,000 cases a year. She invests 90,000 EUR in custom software.
- Hours freed: 5,473 h a year.
- Loaded hourly cost of an agent: about 32 EUR. Value: 5,473 × 32 = 175,136 EUR a year.
- Extra amicable recovery: 7,000 cases × 800 EUR average × 4 points = 224,000 EUR collected, at a 15 % commission = 33,600 EUR.
- Maintenance: 183 × 12 = 2,196 EUR a year.
- Net annual gain: 175,136 + 33,600 − 2,196 = 206,540 EUR, payback in about 5 months.
The freed capacity lets the firm take on two new utility clients without hiring.
FAQ
Does the software enforce contact rules?
Yes. Contact limits per day and per week, quiet hours and vulnerability flags are built in, and any override is logged with the agent's name.
Can clients send case files automatically?
Yes, through secure file transfer or API, with validation of each record. Typical client feeds of 500 to 2,000 cases load in minutes.
How long does the project take?
Allow 4 weeks of scoping, 16 weeks of development and 6 weeks of parallel running, so about 6 months to full switch-over.
Is client money kept separate?
Yes. Client accounts are segregated from the firm's own accounts, with daily bank reconciliation and remittance reports per client.
Where is data hosted?
In Irish or EU data centres under GDPR, with encryption, strong authentication and a log of every case access.
Let's scope your project. We review your case flows, client feeds and compliance rules, and define a first release focused on amicable collection that can go live within six months. 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.
