How to submit claims over the eCollect web app?

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Nevena Stavreva
eCollect support team

With eCollect, you can submit your receivables directly in the online portal and transfer them to us. Creating a new receivables file is easy and done in just a few steps. To transfer the created file to eCollect, you must make sure that you have selected the “Live”mode of your account. The transfer of receivables via the web interface is also a good way to test the eCollect service before you start automated transfer via API, which is particularly worthwhile if you enter numerous receivables per month.


Step 1: Create new claim file

Log in to your
eCollect-account

Navigate to Files => Create new file

Select the country (residence or domicile) and legal status of your client

eCollect AG operates receivables from private and legal entities. Depending on the customer’s country and legal status, we need different types of information to ensure that your receivables are collected in a legally compliant and efficient manner. Our system first analyses your selection and then adapts the online form accordingly. If you are not sure which legal status your customer has, you will find a detailed explanation under the following
link
.

Step 2: Customer data

Once you have completed the first step, the full customized form for data transfer appears.

First enter the name and contact details of your customer.

Please make sure to fill in all mandatory fields with valid data. Unfortunately, files with missing or incorrect data cannot be processed by us. This applies in particular to address and contact data. Even if not all fields do not have to be filled in, any further information about customers helps us with the collection and significantly increases the success rate. Please provide as much information about your customer as possible.

In the case of claims against companies and organisations, the corresponding company, institution or association name must be entered. Do not enter the name of individual persons of the customer company. In a specially designated field you can enter the name of the contact person (representative).

Step 3: The claim data

Next, you send us the information on the outstanding receivable:

  • First enter the amount from the due invoice (s) and the due date.

Merge multiple invoices of one customer: You can create a collective receivable for several open items of a customer. To do this, total the amounts from the individual invoices. Please ensure that only the main receivables are totaled. Additional charges (such as dunning costs, bank charges, etc.) are listed in a separate field as additional charges. If you have not sent payment reminders or reminders to your customer, the due date of the last issued invoice is entered.

  • Dunning and processing fees are entered separately under “Add additional charge”.

Select the type of additional debt from the drop-down menu and then enter the amount. You can create several additional claims: for example, dunning charges, interest on arrears, bank charges, and so on.

Important: A differentiation between the main and secondary debt is essential for a proper collection of receivables and ensures smooth processes in the recovery procedure.

  • Next, select the contract object and enter the contract date.

The subject matter of the contract describes the legal relationship between you and the customer on which the claim is based. Due to legal regulations in Germany, Austria and Switzerland, we are obliged to inquire about the subject matter of your open claim and to inform the debtor in our cover letter. To simplify the transfer of records, you can simply select the contract object from a drop-down menu.

  • Then enter the reason for the claim: This can be formulated on a case-by-case basis

In this field you can enter a detailed description of the service provided, or the type and/or number of the process, such as “Delivery of dairy products”,“Purchasing from TT. MM. JJ at bestshopever. com”,“Open invoice XXYYYZZ”,“Subscription in the fitness. club”, etc., for example.

  • The last essential information on the claim is the invoice number

If you want to transfer several invoices totaled as one main receivable, simply enter the invoice numbers from the individual invoices in the field by separating them with commas.

Under “Additional information” you can enter additional notes on the customer’s claim or information, e. g. special circumstances that contributed to the claim’s origin or an additional e-mail address of your customer.

Step 4: Submit the claim

As soon as you have entered and checked all the data, you only need to hand over the claim:

Click on Create new file => The claim is automatically transferred to us and we start with the collection process.

  • **Please note that transfers can only take place in the live operation of your accounts payable account! **

Error messages: Certain details are mandatory for the inclusion of the collection process. If you have not entered mandatory receivables and customer data in the form, the eCollect system automatically rejects the transfer. You can recognize the still required data by the red marks that appear below the respective fields after clicking on “Create new file’’.

If you have any questions regarding the transfer of receivables, you can of course also contact us via email:
support@ecollect.net
. We are happy to help you!