Debtor payment portal
A secure link for each debtor to see what they owe, pay any time and download a receipt. Works properly on a phone.
Debt collection software: payment portals & plans
Debt collectors: make paying easy and respectful. Fewer calls, more paid.
Every payment plan takes a phone call. Card numbers get read out and keyed in by hand. Missed instalments get chased off a spreadsheet and clients email every month asking how their book is going. We build debtor payment portals, payment plans, hardship and dispute forms and client reporting for debt collection agencies, then we host them and look after them.
Looking for debt collection software that lets debtors pay and set up plans themselves?
Most people with an overdue account want it sorted. They just don't want an awkward phone call during work hours to do it. So they put it off. Meanwhile your collectors spend the day on calls that could have been a two-minute form, payments get keyed in by hand and the hardship requests sit in a shared inbox. The work that actually needs a person gets squeezed.
Wollopit builds custom collection systems around how your agency actually works. Debtors get a secure link to see what they owe, pay by card, direct debit or BPAY, set up a plan inside the limits you choose or ask for hardship help. Reminders go out in wording you've signed off on. Your clients log in to see recoveries live and remittances add themselves up. We connect the tools you already rely on, work alongside your collection software and look after the lot on our own servers.
01The problems
What we hear from debt collection agencies
Does your debt collection agency have these problems? Here's how we'd fix them.
Most agencies we talk to are good at the human side of collecting. It's the phone tag, the hand-keyed payments and the month-end spreadsheets that wear everyone down.
- The problemEvery plan needs a phone callDebtors ring to arrange a plan, get put on hold, then a collector types it all up and sends the details by email.How we fix itSelf-service payment plans. Debtors pick weekly, fortnightly or monthly within the rules you set and it starts on its own.
- The problemCard numbers read over the phonePayments taken by phone and keyed into a terminal, with card details written on notepads and a PCI headache waiting to happen.How we fix itSecure online payments by card, direct debit or BPAY. Card details go straight to the payment gateway and never touch your staff.
- The problemMissed instalments chased by handSomeone checks the bank feed, spots who missed and starts ringing. Half the time the payment just bounced.How we fix itAutomatic failed-payment retries and polite reminders by SMS and email, with the file flagged for a collector only when it needs one.
- The problemHardship requests on paperHardship forms emailed, printed, scanned back and lost in the inbox while the clock ticks on a response.How we fix itOnline hardship applications with the right questions, document uploads and a tracked response timeframe on every request.
- The problemDisputes buried in emailsA debtor says they already paid or it isn't their debt. It gets mentioned on a call and nobody logs it properly.How we fix itOnline dispute and query forms that pause collection activity, log everything and route it to the right person.
- The problemContact limits kept in people's headsWho rang who and when lives in notes, so nobody's quite sure if a debtor has been contacted too often this week.How we fix itEvery call, SMS, email and letter logged against the debtor, with contact caps and quiet hours you set built into the system.
- The problemClients chasing reportsClients email for updates and someone spends a day each month building spreadsheets from three different systems.How we fix itA client portal with live recoveries, plan status and file notes, plus scheduled reports that send themselves.
- The problemRemittances worked out by handMonth end means matching payments to clients, taking out commission and fees and hoping the trust account balances.How we fix itRemittance statements and commission calculated automatically, ready to check, approve and push to Xero or MYOB.
- The problemNew files arrive as messy spreadsheetsEvery client sends their debtor list in a different format and someone retypes or reformats the lot.How we fix itA file intake portal that maps each client's columns, checks for duplicates and loads new files in minutes.
- The problemLetters merged in WordLetters of demand and notices built in mail merge, printed, posted and filed with no record of which version went where.How we fix itApproved letter and notice templates that fill themselves, send by email or post and save a copy to the debtor file.
02What we build
Solutions
What we build for debt collection agencies. 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.
Self-service payment plans
Debtors choose an amount and frequency within your minimums and maximums. Anything outside the rules goes to a collector.
Card, direct debit & BPAY
Online card payments, recurring direct debits and BPAY references, all matched to the right file automatically.
Reminder engine
Respectful SMS and email reminders before each instalment and after a missed one, in wording you've approved.
Hardship applications
Online forms with income and expense questions, document uploads and a tracked response deadline.
Dispute & query forms
Debtors raise a dispute or ask for information online. Collection activity pauses and the file is flagged.
Collector work queues
Each collector sees today's files in priority order: broken plans, callbacks, disputes and new files.
Contact log & guardrails
Every touchpoint recorded, with contact caps, quiet hours and do-not-contact flags you set.
Letters & notices
Approved templates for demands, plan confirmations and notices, sent by email or post and filed automatically.
Client reporting portal
Clients log in to see live recoveries, plan status and notes on their files. No more monthly spreadsheets.
Remittances & commission
Payments split by client, commission and fees taken out and remittance statements ready to approve.
File intake & import
Clients upload new debtor files in their own format. Columns get mapped once and duplicates get caught.
Accounting connections
Remittances, invoices and commission pushed into Xero or MYOB so the books match the collection system.
A website that builds trust
A clear, professional website that tells debtors who you are, how to pay and how to get help.
03The systems
The big ones
Your whole agency, on one system.
These are the systems collection agencies ask us about most. Each one works on its own and they get properly useful when they're joined up.
Debtor payment portal
Paying off a debt without picking up the phone.
Every debtor gets a secure link to a calm, plain-English page showing what they owe and who it's for. They can pay in full, pay part or start a plan at 9pm on the couch. Card details go straight to the payment gateway so they never sit in your office.
- Secure link by SMS, email or letter
- Identity check before any details show
- Pay in full or make a part payment
- Card, direct debit and BPAY
- Receipts emailed instantly
- Clear balance and payment history
- Plain-English wording you approve
- Works on any phone
- Help and hardship options on every page
- Payments matched to the file automatically
Payment plans & reminders
Plans that set themselves up and keep themselves on track.
Debtors pick a plan that suits their pay cycle within the limits you set for each client. Payments come out automatically, reminders go out politely and a missed instalment gets a retry and a nudge before a collector ever needs to get involved.
- Weekly, fortnightly or monthly plans
- Minimums and maximums per client
- Plans outside the rules sent for approval
- Automatic direct debit or card payments
- Reminder before each instalment
- Failed-payment retries
- Gentle missed-payment follow-ups
- Debtors can reschedule a payment online
- Broken plans flagged to a collector
- Plan confirmation letters sent automatically
Hardship & disputes
Hardship and disputes handled properly, every time.
Debtors who are doing it tough can ask for help online without having to explain it all on the phone. Disputes get logged the moment they're raised and collection activity pauses until someone has dealt with it. Every request has a clear owner and a deadline.
- Online hardship applications
- Income and expense questions
- Secure document uploads
- Response deadlines tracked
- Dispute and query forms
- Collection paused automatically on dispute
- Assigned to the right team member
- Outcome letters from approved templates
- Full history on the debtor file
- Reports on open and closed requests
Collector workspace
The right file, at the right time, within the rules.
Collectors start the day with a queue already sorted: broken plans, promised callbacks, new files and disputes. Every call, SMS, email and letter lands on the debtor file. The contact caps and quiet hours you set are built in, so nobody has to keep count in their head.
- Daily work queues by priority
- Callback and promise-to-pay reminders
- Every contact logged automatically
- Contact caps you set per debtor
- Quiet hours and do-not-contact flags
- Approved SMS and email templates
- Letter and notice templates
- File notes the whole team can see
- Click-to-call from the file
- Supervisor view of team workload
Client portal & remittances
Clients see their recoveries live. Month end adds itself up.
Your clients log in to see every file they've lodged, what's been recovered and which plans are running. New files get uploaded straight into the system. At month end remittances and commission are already worked out, ready to approve and push into your accounts.
- Client logins with only their files
- Live recoveries and plan status
- File notes and outcomes
- Scheduled reports by email
- New debtor files uploaded online
- Column mapping per client
- Duplicate file checks
- Commission and fees calculated
- Remittance statements ready to approve
- Remittances pushed to Xero or MYOB
04How it changes
Before and after
A collections month, wolloped.
Here's how a typical month could change. Every agency is different, so we map yours first.
Before
- Debtor rings to arrange a plan and waits on hold
- Card number read out and keyed into the terminal
- Instalment missed and spotted days later on the bank feed
- Hardship form printed, scanned and lost in the inbox
- Collector guesses how many times a debtor's been called
- Client reports built in spreadsheets at month end
After
- Debtor sets up a plan online at night in two minutes
- Payments come out automatically and match to the file
- Missed payment retried and a polite reminder sent
- Hardship request lodged online with a deadline tracked
- Contact log and caps built into every file
- Clients check live recoveries whenever they like
05Services
Everything under one roof
Software, websites and systems for debt collection agencies.
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 debt collection agencies
Built around how your debt collection agency actually runs: debtor payment portal, self-service payment plans and the admin in between, in one system you own.
Websites for debt collection agencies
Fast, hand-built websites that rank for the searches your customers make and turn visits into enquiries, bookings or orders.
Debt collection agency 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 debt collection agencies
Card, direct debit & BPAY and reminder engine: 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 debt collection agency, 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 collection software you're happy with or replace the parts holding you back.
- Xero
- MYOB
- Stripe
- Westpac PayWay
- BPAY
- Ezidebit
- GoCardless
- Zepto
- MessageMedia
- Twilio
- Aircall
- DocuSign
- Equifax
- illion
- Experian
- Collect!
- Salesforce
- HubSpot
- Microsoft 365
- Google Workspace
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 debt collection agency: the systems, the busy days and the jobs everyone hates. Then we fix the bits that matter most first.
- 01
Think
We sit with your collectors and your admin team, follow a file from lodgement to remittance and work out what's eating the day.
- 02
Archi-tech
We plan it before writing code: your debtors, plans, payments, hardship and dispute steps, contact rules, client reporting, hosting and cost.
- 03
Build
Real engineering, shown to you early and often. Usually the payment portal and plans first, so the phones quieten down quickly.
- 04
Look after
We host it, maintain it and keep improving it. When something breaks you call the people who built it.
08Questions
FAQ
Things debt collection agencies ask us.
Something else on your mind? Ring 0423 011 252 and ask the people who'd build it.
Is the tone of messages configurable?
Yes. Every SMS, email, letter and portal page uses wording you approve. We help you keep it respectful and clear so people actually engage instead of ignoring it.
Can you build in our compliance rules?
Yes. Contact caps, quiet hours, do-not-contact flags, dispute pauses and hardship response deadlines can all be set up the way your agency works. You stay in control of the rules and the system makes them easy to follow.
Is it safe to take card payments online?
Yes. Payments run through established gateways like Stripe or Westpac PayWay, so card details go straight to them and never sit on your system or with your staff.
We already use collection software. Do we have to switch?
No. If your current system is doing its job, we build around it: the debtor portal, payment plans, hardship forms and client reporting connect to it. If it's holding you back, we'll show you what replacing it would involve before anything changes.
Can our clients see their own files?
Yes. Each client gets a login that only shows their files, with live recoveries, plan status and notes. They can upload new files there too.
Can debtors use it on their phone?
Yes. Most debtors will open the link from an SMS, so it's built for phones first and works on any device.
How much does a debt collection 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 a payment portal or hardship forms 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 debt collection agencies 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 debt collection agency 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.