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COLLECT module · Collections & dispute management
Collections and disputes: the right reminder, for each customer, at the right time
COLLECT structures your entire dunning process: as many scenarios as customer types, every channel (e-mail, text message, phone, letter) in automatic, semi-automatic or guided manual mode, a shared history of every action, all the way to litigation.
* Orders of magnitude observed among our mid-sized and group customers after 12 months of use; results vary depending on the starting point.
Illustration · fictitious data
Sound familiar?
Chasing everyone the same way wastes time… and customers
When dunning relies on Excel lists and everyone’s memory, good payers get annoyed, bad payers slip through the net and disputes drag on.
- DSO drifts, and working capital with it.
- We don’t know where dunning stands for a strategic customer.
- Disputes block payments for weeks.
- Litigation comes too late, on poorly documented cases.
- We chase a good payer like a bad one, for lack of time.
- Every e-mail and every call is prepared by hand.
- No one knows what an absent colleague promised the customer.
- Complex dunning (public sector, third-party payer, construction site…) is handled outside the tool.
Dunning scenarios
As many scenarios as customer types
You don’t chase a good payer like a bad one, nor the public sector like the private sector. With Hoopiz, you create as many scenarios as you need and each customer automatically follows the one that fits.
Assign scenarios according to:
- Payment behaviourgood payer, irregular payer, recurring delays
- Customer typepublic or private, key account, SME, distributor
- Amount and risk levelreceivables, rating, credit insurance cover
- Segment, country, languagemultilingual, multi-company dunning
- Special casesthird-party payer, construction site, supplier portal
Each step defines the channel, the timing and the level of automation. You can adjust scenarios at any time.
Courtesy e-mail before due dateInvoice reminder, no pressure
AutomaticFriendly reminderInvoice attached
AutomaticText message reminderLink to the statement
AutomaticCall from the account managerScript and history displayed
Guided manualPreventive call before due dateConfirm the invoice was received
Guided manualText message reminderThe day after the due date
AutomaticE-mail with account statementPrepared by Hoopiz, approved in one click
Semi-autoCall and promise to payPromise recorded, automatic follow-up if broken
Guided manualFormal noticePre-filled template, sending approved
Semi-autoHandover to litigationComplete file, no re-keying
Semi-autoE-mail to the authorising departmentCommitment references recalled
AutomaticReminder to the public accountantSupporting documents attached
Semi-autoCall to the managing departmentTracking of the payment circuit
Guided manualClaim letterReminder of late payment interest
Semi-autoCheck on the supplier portalInvoice status verified
Guided manualPersonalised e-mailAdapted template, sent by the account manager
Semi-autoCall to the buyerWith an alert to the account’s salesperson
Guided manualEscalation to financeMeeting with the customer’s CFO
Guided manualExample scenarios · days relative to the due date · fully configurable.
Every channel
E-mail, text message, phone, letter: you choose the level of automation
Each action in the scenario can be automatic, semi-automatic or manual. And even in manual mode, Hoopiz guides you so you can work fast.
Hoopiz handles it
E-mails and text messages go out according to the scenario, personalised, with invoices attached. No intervention needed.
You approve in one click
Hoopiz prepares the e-mail, text message or letter; the account manager reviews, adjusts if needed and sends.
You stay in control, without losing time
For personalised e-mails and calls, interfaces guide the account manager: pre-filled template, customer situation, outcome recorded in one click.
A dunning call in under two minutes
Before picking up the phone, the account manager has everything in front of them. After the call, they record the outcome in one click: Hoopiz schedules the next step.
- Customer situation and overdue invoices
- History of recent actions and promises
- Call script adapted to the scenario
- Promise to pay, dispute or call back: the next step is scheduled
Everything is logged, everyone is up to date
Every e-mail, text message, call, note, promise or dispute is recorded in the customer’s history. Dunning becomes a team effort.
- Continuity: during absences or reorganisations, the portfolio is picked up with no loss of information.
- Collaboration: sales administration, sales and accounting see the same thing and discuss the case.
- Traceability: you know who did what, when, and with what result.
- Evidence: a complete file, ready to hand over to litigation or the credit insurer.
Promise to pay on 15/11Call · Julie M. · today 10:12
“The customer is waiting for a credit note on invoice 4512”Note · Thomas R. (sales) · yesterday
“Price” dispute opened on invoice 4512, assigned to sales administrationDispute · Julie M. · yesterday
Reminder text message sentAutomatic · “At-risk payers” scenario · D+1
E-mail with account statement approved and sentSemi-auto · Karim B. · 5 days ago
And also
Disputes, order blocks, complex cases: it’s all in COLLECT
The features that complete the scenarios to speed up collections.
Disputes qualified and tracked
Qualification by reason, assignment to sales administration, sales or logistics, dispute tracking and reporting.
Document coding
Precise coding of invoices, credit notes and payments, and collaborative case management.
Order blocking and release
Orders from a late-paying customer can be blocked, then released as soon as payment arrives.
Dynamic agenda
Every morning, the day’s actions prioritised by amount, delay and scenario.
Outsourced dunning
A shared platform between your teams and external collection agents, with shared visibility.
Multi-company, multilingual
Reminders in the customer’s language, for all your companies and currencies.
When amicable collection is not enough, litigation in one click
Hoopiz has connectors with litigation collection firms: hand over your cases without re-keying, with the full history and all documents, and track their progress from the platform.
- Digital handover of the complete file
- Continuity between amicable and legal collection
- Progress tracked in the customer’s history
Litigationconnector
Litigationconnector
In practice
What COLLECT changes day to day
At the heart of your ecosystem
Your data flows, your decisions apply everywhere
Hoopiz automatically retrieves cover from your credit insurers and information from your data providers, cross-checks it with your receivables and payment behaviour, then feeds risks, decisions and indicators back into your information system. No re-keying.
Your partners
Your information system
Risk, cover, receivables and payment behaviour cross-checked in one platform
Your invoices, payments and customer data flow in automatically from your ERP.
One platform, 6 modules
COLLECT works hand in hand with the other Hoopiz modules
The modules share the same data: what one detects, the others let you act on.
Hoopiz by sector: staffing · wholesale distribution · food & beverage · building materials · manufacturing · all sectors
COLLECT augmented by hoopiOne AI
- Tailor-made scenarios: hoopiOne suggests, case by case, the most effective scenario and action for each customer, based on their behaviour and your past results.
- Today’s priorities: receive the cases to handle first every morning.
- Better-prepared calls: a summary of the customer’s situation before each conversation.
What is collections software?
It is a tool that automates and organises the chasing of unpaid invoices: dunning scenarios, e-mails, text messages and calls, an action agenda, tracking of disputes and promises to pay, all the way to litigation.
How many dunning scenarios can you create?
As many as you need. You create scenarios by customer type (good or bad payers, public or private, key accounts, countries…) and each customer automatically follows the scenario that fits.
Are reminders automatic?
Each step can be automatic, semi-automatic (prepared by Hoopiz and approved in one click) or guided manual. E-mails and text messages can be sent in all three modes.
How does Hoopiz help with dunning calls?
A call interface shows the customer’s situation, history and a script adapted to the scenario; the outcome (promise, dispute, call back) is recorded in one click and the next step is scheduled.
Are dunning actions logged?
Yes, all of them: e-mails, text messages, calls, notes, promises and disputes are recorded in the customer’s history, shared between teams.
Can a case be handed over to litigation from Hoopiz?
Yes. Hoopiz has connectors with Agir Recouvrement and Cabinet ARC to hand cases over to litigation without re-keying and track their progress.
Speed up your collections
In a demo, we show you COLLECT on a portfolio close to yours: scenarios, channels, guided calls and history.