Case intake
Device type, make, model, serial, symptoms, photos and a QR label at the counter or online.
Data recovery software: case tracking, quotes & returns
Data recovery: anxious customers, kept in the loop. Recover more, ring back less.
Drives get logged on paper, quotes happen over the phone and every customer rings twice a day to ask if their photos are back. We build case tracking, quoting, updates and secure data return for data recovery services. Then we host it and look after it.
Looking for data recovery case management software?
A data recovery business is part lab, part counselling service. Someone hands over a clicking drive with ten years of family photos or a company's only copy of the accounts on it. From then on they want to know one thing: is it coming back? Meanwhile the bench is juggling diagnostics, donor parts, clean room time and quotes that change once the platters are inspected. Most labs run it on a job book, a spreadsheet and a phone that never stops ringing.
Wollopit builds data recovery software around how your lab actually works. Every device gets a case number and a chain of custody from the moment it arrives. Quotes go out and get approved online. Customers see each stage without calling. Recovered files come back through an encrypted download and the data is wiped on schedule with a record to prove it. We connect the tools you already use and host the lot on our own servers.
01The problems
What we hear from data recovery services
Does your data recovery business have these problems? Here's how we'd fix them.
Most labs we talk to are brilliant at getting data off dead hardware. The trouble is everything around the bench: the paperwork, the phone and the follow-ups.
- The problemDrives logged on paperA job book, a sticky note on the anti-static bag and a serial number someone forgot to write down. Two identical WD drives and nobody's sure which is whose.How we fix itCase intake on a tablet at the counter: device, serial, symptoms, photos and a printed QR label so every drive has a case number from minute one.
- The problemChain of custody is a guessA business client or lawyer asks who handled the drive and when. The honest answer is 'probably Dave'.How we fix itEvery scan, bench move and hand-off is logged with who, when and where. Export a custody report in one click.
- The problemQuotes by phoneThe diagnosis comes in, you ring the customer, they want to think about it, then they ring back and nobody remembers what was quoted.How we fix itTiered quotes sent by email or SMS with clear options. Customers approve and pay a deposit online and it's all on the case.
- The problemCustomers ringing for updatesStressed people ring every morning. Fair enough, it's their data. But it pulls techs off the bench all day.How we fix itAutomatic SMS and email at every stage plus a case page they can check any time. The phone goes quiet.
- The problemMail-in drives arrive as a mysteryA padded bag turns up with a drive inside and no name, no form and no idea what's wrong with it.How we fix itOnline mail-in forms that generate a case and a prepaid label. The drive arrives already matched to its customer.
- The problemQuotes change after the clean roomThe platters look worse than expected or the job needs a donor. Now you're chasing approval again with the drive half open.How we fix itRevised quotes pushed to the customer with the reason. One tap to approve and the job keeps moving.
- The problemDonor parts in a shoeboxHundreds of donor drives on the shelf and finding a matching head stack means reading labels for half an hour.How we fix itDonor stock searchable by model, firmware, date code and head map. See matches the moment a case is diagnosed.
- The problemApproving the file listCustomers pay, then find out the folder they really needed didn't make it. Awkward for everyone.How we fix itA recovered file list they can browse before paying. They confirm the files that matter are there, then pay and download.
- The problemData sent back on a random USBRecovered files copied to whatever stick was in the drawer, then posted with fingers crossed.How we fix itEncrypted downloads with expiring links. Return drives tracked and logged when the job needs physical media.
- The problemData hangs around foreverWorking copies sitting on lab storage months after the job closed. That's a privacy problem waiting to happen.How we fix itRetention rules per case with scheduled secure deletion and a deletion certificate you can send the customer.
- The problemBusiness clients need it yesterdayA server RAID dies on a Monday and the client wants hourly updates and an NDA before you touch it.How we fix itPriority and emergency tiers with SLAs, NDAs signed online, a business portal and updates on their schedule.
- The problemInvoices retyped into XeroThe job's done, the money's in, then someone types it all into Xero again on Friday afternoon.How we fix itDeposits, final payments and invoices flow straight into Xero or MYOB against the right customer.
02What we build
Solutions
What we build for data recovery services. Usually all talking to each other.
Pick the one that's hurting most or join the whole lot up. Everything is built around how your team works, not the other way round.
Chain of custody log
Every scan and hand-off recorded with who, when and where, exportable as a custody report.
Diagnostic quotes
Tiered options for logical, physical and clean room work, sent by email or SMS.
Online approvals & deposits
Customers approve a quote and pay through Stripe from their phone.
Status updates
Automatic SMS and email at each stage from received to ready to collect.
Customer case page
A private link showing where the job is, what's next and what's needed from them.
Mail-in & courier
Online mail-in forms, prepaid labels and tracking through Australia Post, Sendle or StarTrack.
Recovered file preview
A browsable file list customers check before they pay for the recovery.
Secure data return
Encrypted downloads with expiring links plus tracked return drives.
Retention & deletion
Scheduled secure deletion with certificates for every closed case.
Donor parts stock
Donors searchable by model, firmware and date code with low stock alerts.
Lab & clean room board
Every case by stage on a screen in the lab with clean room bookings and tech workloads.
Business & priority portal
Emergency tiers, SLAs, online NDAs and multi-device jobs for companies.
Referral partner portal
IT shops and MSPs send in drives, track their customers' jobs and see commissions.
A website that gets the call
Fast on phones with online quote requests, mail-in forms and built to rank for 'data recovery near me'.
03The systems
The big ones
Your whole lab, on one system.
These are the systems data recovery services ask us about most. Each one works on its own. They get properly clever when they're joined up.
Case intake & custody
Every drive has a case number from minute one.
Log devices at the counter or online with serials, symptoms and photos. A QR label goes on the bag and every move after that is scanned. Ask who touched a drive last week and the answer is right there.
- Counter intake on a tablet
- Online intake for mail-ins
- Serial, model and firmware captured
- Photos of the device on arrival
- QR labels for bags and drives
- Scan in, scan out at every stage
- Who, when and where for every move
- Custody reports for legal clients
- Multi-device jobs like RAIDs and NAS
- Customer terms signed on the spot
Quotes & approvals
Quotes approved from their phone, not your phone.
Diagnosis done, quote sent. Customers see clear options and pick one, then pay a deposit online. When the clean room changes the picture, a revised quote goes out with the reason and the job keeps moving.
- Logical, physical and clean room tiers
- Standard, priority and emergency options
- No data, no fee terms built in
- Quotes by email and SMS
- Approve and pay deposit online
- Revised quotes with notes
- Automatic follow-up on unanswered quotes
- Declined jobs flagged for return
- Deposits straight into Xero or MYOB
Customer updates
They know where it's at. You get back to the bench.
Every stage triggers a plain English update by SMS and email. Customers get a private case page showing what's happening and what's next. The morning phone calls drop off.
- Stage updates sent automatically
- SMS through Twilio
- Plain English, not lab jargon
- Private case page per customer
- Estimated next step shown
- Requests for passwords or info
- Two-way messages logged on the case
- Business clients get custom update schedules
- Review request when the job's done
Secure data return
Their files back safely. Your copy gone on schedule.
Customers browse the recovered file list before they pay, then download through an encrypted link that expires. Working copies are wiped on your retention schedule and every deletion gets a certificate.
- Recovered file list preview
- Search the list for key folders
- Pay to unlock the download
- Encrypted downloads
- Expiring links and download logs
- Tracked return drives when needed
- Retention rules per case type
- Scheduled secure deletion
- Deletion certificates sent automatically
Lab board & donor parts
The lab, off the whiteboard.
Every case on a lab screen by stage, with clean room bookings and who's working on what. Donor drives are searchable by model, firmware and date code. When a diagnosis needs a donor you know straight away if you've got one.
- Cases by stage on any screen
- Clean room bookings
- Tech workloads at a glance
- Overdue and priority flags
- Donor stock by model and firmware
- Date code and head map matching
- Donor usage logged per case
- Low stock and reorder alerts
- Bench notes kept on the case
04How it changes
Before and after
A dead laptop drive, wolloped.
Here's how one clicking laptop drive could move through your lab. Every lab is different, so we map yours first.
Before
- Details scribbled in the job book
- Diagnosis done, then phone tag over the quote
- Customer rings three times for an update
- Hunting the donor shelf for a match
- Files copied to a spare USB and posted
- Working copy forgotten on lab storage
After
- Case logged with a QR label at the counter
- Quote approved and deposit paid online
- SMS updates at every stage
- Donor match flagged at diagnosis
- Customer checks the file list then downloads securely
- Copy wiped on schedule with a certificate
05Services
Everything under one roof
Software, websites and systems for data recovery services.
Whether you're starting fresh or upgrading what you've got, it's one team from the first sketch to the support call.
Custom software for data recovery services
Built around how your data recovery business actually runs: case intake, chain of custody log and the admin in between, in one system you own.
Websites for data recovery services
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Data recovery business system upgrades
Running on spreadsheets, old software or a platform you've outgrown? We move your data across and upgrade in stages so the business never stops.
Apps and portals for data recovery services
Diagnostic quotes and online approvals & deposits: customer and staff portals that work on any phone without an app store.
Integrations and automation
We connect Xero, MYOB and Stripe so information moves on its own and nobody retypes it.
Hosting, support and care
Managed hosting, updates, backups and security for your data recovery business, looked after by the people who built it.
06Integrations
Connections
Plays nicely with what you already use.
We connect to the tools you rely on, work alongside the lab and repair software you're happy with or replace the ones holding you back.
- Xero
- MYOB
- Stripe
- Square
- Twilio SMS
- Microsoft 365
- Google Workspace
- HubSpot
- Zapier
- Calendly
- Slack
- Jira
- RepairShopr
- RepairDesk
- Australia Post
- Sendle
- StarTrack
- Google Business Profile
07How we work
The process
Some people dip their toe in. We turn up in a rebreather.
We get properly below the surface of your data recovery business: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We spend time at your counter, on the bench and on the phone with you, then work out where cases actually get stuck.
- 02
Archi-tech
We plan it before writing code: intake, custody, quotes, updates, donor stock, secure return, retention, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually intake and updates first, so the phone quietens down fast.
- 04
Look after
We host it, maintain it and keep it secure. When something breaks you call the people who built it.
08Questions
FAQ
Things data recovery services ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Is recovered data kept secure?
Yes. Files are stored encrypted, downloads use expiring links and working copies are deleted on your retention schedule with a record of when it happened.
Can customers see their files before they pay?
Yes. They can browse the recovered file list, search for the folders that matter and pay to unlock the download once they're happy.
Can it handle no data, no fee pricing?
Yes. Your terms, tiers and deposit rules are built into the quotes so customers see exactly what they pay and when.
Can it give us a chain of custody for legal or business clients?
Yes. Every scan and hand-off is logged with who, when and where. You can export a custody report for any case.
Can IT shops and MSPs send us jobs through it?
Yes. Referral partners get their own login to send in devices, track their customers' jobs and see what they're owed.
We already use RepairShopr or RepairDesk. Do we have to switch?
No. If it's doing its job we build around it, adding the quotes, updates, secure return or partner portal on top. If it's holding you back we'll show you what replacing it would involve before anything changes.
How much does a data recovery system cost?
It depends on what you need, so we quote up front once we understand it. No surprise invoices, no lock-in and you own what we build.
How long does it take?
Smaller jobs like intake and SMS updates can be quick. Bigger systems are planned in stages so you get the first win early instead of waiting for everything at once.
Who looks after it once it's built?
We do. We host it on our own managed servers and keep it updated and secure. When you need something you ring the people who built it.
We already have systems. Can you upgrade them instead of starting again?
Usually, yes. Most data recovery services we work with keep what's working and upgrade the rest in stages. We move your data across, connect the old and new while we switch and retire the old system only when the new one is proven.
Contact
Got a data recovery business problem? Consider it wolloped.
Tell us what's slow, broken, manual or missing. You don't need a spec, just describe what's going on.