Web Case System provides a complete automated environment to manage organization workflow and to assist case managers in managing any kind of assignment and work flow.
All account details, financials, documents, and a complete history of events, are managed within the Case System. In addition users can use various tools such as letter system for generating pre-defined letters which can then be sent directly from the system.
Users/clients can access the Case Management Software anytime, anywhere and get real-time information. They can place new cases, add notes, view collection activity, transactions history, status of accounts, ask questions and much more.
Each Case contains Various sections which gives the organization complete record of a file. Sections such as case details, subjects, address, financials, steps, actions, status history, notes, attachments, transactions and communication with client.
The Financial section indicates the total debt amount for a case. A user can select the debt currency from the drop down list available and cases can have different currencies. However to provide an accurate total debt amount of all cases on the Case Management Software, a common currency for the Collection system can be chosen. This will ensure that when the system summarises all cases, each debt amount is converted to a single chosen currency and the total is a true reflection of all the debt amounts. If the currencies were not converted, the total debt will only be a numerical addition of all debt figures. Through a link with the XE Website, the exchange rate is updated and currency is converted automatically on a daily basis.
The Notes section is for recording purposes. All actions taken in regards to a case are diarized in this section. The date when these notes are added to a specific case will act as a timeline, indicating to a user what has been done and when it was carried out. The Notes section is also used to store emails sent to client via the system. If the system is used properly, all communications and actions in regards to a case are stored in the Notes section.
The Attachment section enables users to upload and store all available documents for a specific case. A user can upload 4 files at once and can add as many documents as necessary. This is a feature that ensures all information and documentations are store in one location.
The Communication section is a similar application to an email. The user simply has to type in his email and send it to the client. The email addresses of clients are added to the Case Management Software whenever they are received. These details are included on the system by using the Client Add function. It stores Names, Addresses, Contact details and Contact persons. Once a client is selected for a particular case, the contact details of this client are added to the case communication section. A user can alter these details if there are more than one contact person, by simply selecting the appropriate contact person and saving the changes. The new contact details will then be displayed on the case page.
The Transaction section is for users to add financial transaction records in regards to a case. The user can select the various type of payments provided in the drop down list. A brief description can also be added so as to explain the financial details added. Once all payment has been received, these transactions can be finalized and invoiced automatically by clicking on the appropriate button. The Finalize All button, allows a user to transfer the financial details to an invoice created automatically with the information provided from the case
The Sub Case section has been designed to cater for clients that have to refer large number of cases with small amount of debt. If a user had to open a single case for every file sent by a client, the efficiency of the system will be stretched to breaking point. The Sub Case section enables the user to accommodate these demands as only 1 case has to be opened. The details are the various files are added to the Sub Case section by uploading the excel sheet with all the necessary details.
The Status History section is where user activities concerning the case statuses are recorded. It will indicate who and when each case status was changed. This section acts as a control, whereby a supervisor can have a log for users accessing a case
The Subject section is where information about the subject is store. The subject can be a company or an individual and this section provides different fields that can cater for each type. There are fields for phones, fax, emails, company registration number and date of birth. More than one subject can be added. Once these details are saved, the Address section is made available by the system. This is where the subject address is added to the case screen and the drop down list provides a list of countries. This section also provides additional field for phone and fax numbers.
The Step & Action section provides the user with a predefined list of procedures. Once a step is selected, the user will have access to the list of actions regrouped under the chosen step. Users can select the most appropriate action list to describe the process that they are going to use for the case. The fields allows users to add additional description if needed. An expected completion date is usually added so that to provide an estimated timeline for each action and when it will be appropriate to move to the next step or action. A financial section is also available where users can add costs associated with any action taken.
Web-based Architecture – Provides all features and functionality of a Web browser: Full access from any platform, access anywhere, anytime, 24/7, easy to use and deploy by simply using a browser, No installation is needed.
Remote Server – System features are available remotely through our secured dedicated servers. Provides faster and easier maintenance, no need for expensive contract or employed IT personal, No need for additional hardware or software, servers are monitored 24 hours a day, with daily backups an full security applications are in place.
Alerts – Automatic e-mail alerts notify appropriate users of case updates or of issues which have not been taken care of. These notifications ensure timely resolution and make sure nothing is overlooked
Real-time Reporting- System provides on screen reports which can be exported to Excel or PDF, allowing users to quickly gather statistics, see developing trends & identify trouble spots.
User friendly design – relevant information is provided by easy to use summary tables and all case details are stored in one page for quick operation. The system allows a user to manage clients, creditors, vendors and subjects. Track/Update cases, view history, statuses and get instant documentation by a searchable archive.
Client Access – Clients can place cases via browser 24/7 hours and update their details from any platform, in any location. This ensures reduced management time of client file and provides online searchable archive for old client cases.
Clients can also assign case due date online, upload documents & communicate via the system.