The verdict in three sentences
A 30-person enforcement agency handling 9,000 debt recovery files a year needs solid case management software, but the creditor portal and automated reminders are what actually move the amicable recovery rate. A custom layer plugged into the existing system costs, as a market estimate, 25,000 to 60,000 EUR excl. VAT and ships in 3 to 5 months. Gaining 6 points of amicable recovery across 9,000 files pays the project back in under a year.
What case management software does well, and what it misses
Specialist vendors cover the core: legal documents, case register, client account accounting, fee scales and electronic service where the courts allow it. What they cover poorly is the relationship with creditors (local authorities, banks, utilities, telecom operators, landlords) and fine-grained steering of the pre-enforcement phase, where the agency makes its margin.
| Agency need | Standard case software | Custom layer |
|---|---|---|
| Drafting and registering legal documents | Covered, compliant | No need to rebuild |
| Electronic service and court filings | Covered where available | No need to rebuild |
| Creditor portal (file upload, real-time tracking) | PDF export or limited access | Dedicated space, API for large clients |
| Multichannel amicable reminders (SMS, email, letter) | Fixed templates, manual sending | Automatic sequences based on debtor profile |
| Online debtor payment and instalment plans | Rare or paid add-on | Payment link per file, plan signed online |
| Dashboards per creditor and per case handler | Basic statistics | Amicable rate, average delay, balance per portfolio |
| Contractual reporting to large clients | Reworked in Excel | Monthly report generated automatically |
The architecture rule is simple: do not replace the case management system, build around it. The custom layer reads from and writes to the existing tool through an API or secure file exchange, and never touches the legal register.
2026 budget: licences, custom build and timelines
The amounts below are 2026 market estimates in Ireland, excl. VAT, for a 30-person agency. They are not a Kolonell price list.
| Item | 2026 range | Comment |
|---|---|---|
| Case management software | 200 to 500 EUR per seat per month | 25 active seats, i.e. 60,000 to 150,000 EUR a year |
| Custom creditor portal | 12,000 to 30,000 EUR | Creditor accounts, upload, tracking, documents |
| Amicable reminder engine | 8,000 to 20,000 EUR | Sequences, SMS, email, letter, online payment |
| Connector to the case software | 5,000 to 10,000 EUR | Depends on how open the vendor API is |
| Total custom project | 25,000 to 60,000 EUR | Delivered in 3 to 5 months |
| Hosting and maintenance | 500 to 1,500 EUR per month | EU hosting, backups, fixes |
| SMS sending cost | 0.05 to 0.08 EUR per SMS | Order of magnitude for EU gateways |
Two legal points to watch. The portal processes data on debtors who are often vulnerable: a GDPR impact assessment, access logging and EU hosting belong in the specification from day one. Amicable reminders must follow consumer protection rules on debt collection (mandatory information, no undue charges passed on to the debtor, respectful contact times).
Mini case study
Sean, managing partner of an enforcement and debt recovery agency in Dublin, handles 9,000 files a year with an average balance of 2,400 EUR. The amicable recovery rate is 38%. After rolling out a creditor portal and automatic reminders with a payment link, a realistic target is 44%.
| Indicator | Before | After |
|---|---|---|
| Files settled amicably | 3,420 | 3,960 |
| Amount recovered amicably | 8,208,000 EUR | 9,504,000 EUR |
| Success fees (8% on average) | 656,640 EUR | 760,320 EUR |
| Creditor calls per week | 180 | 60 |
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The fee gain reaches 103,680 EUR a year. With a 45,000 EUR project and 1,000 EUR of monthly maintenance, payback comes in 6 to 7 months, not counting the 120 weekly calls avoided, roughly 15 hours of case handler time freed each week.
FAQ
Do we need to change case management software to get a creditor portal?
No. In 9 cases out of 10, the portal plugs into the existing tool through an API or secure import and export. The connector usually accounts for 5,000 to 10,000 EUR of the budget.
How long does the project take?
Allow 3 to 5 months: 3 weeks of scoping, 2 to 3 months of development, then 4 weeks of acceptance testing with two or three pilot creditors before opening it to all.
Are automatic reminders compatible with debt collection rules?
Yes, provided the templates include the mandatory information and charge the debtor nothing that is not authorised. Sequences are approved by a partner before activation, and every message is logged and time-stamped.
Where is debtor data hosted?
On hosting located in Ireland or elsewhere in the European Union, with encryption, daily backups and an access log. A GDPR impact assessment is carried out before go-live.
What amicable recovery rate can we aim for?
Agencies that automate reminders and online payment typically gain 4 to 8 points of amicable rate over 12 months, as an order of magnitude. The figure depends heavily on the type of debt: unpaid rent responds better than old consumer credit.
Let's scope your project. Send us your key creditors, your current case management software and your annual volumes: we will price the portal and the reminder engine with a detailed timeline and budget. Detailed quote within 48 h. WhatsApp +221 77 596 93 33 or request a quote.
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.
