4.98 Google rating

For collection agencies and in-house collections teams

CRM for Debt Collectors

BaseCloud gives each collector a worklist, a recorded phone line and a way to get paid on the call. Promises to pay are logged with a date, the debtor gets a reminder and a payment link, and a broken PTP lands back on the collector's list the next morning.

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Debt collector working a list of debtor accounts in BaseCloud CRM

Every promise to pay followed up

Example workflowFrom handover to settled account

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A promise to pay is easy to get. Making sure it gets paid is the real work.

A creditor hands over a file of accounts and the desk starts dialling. Debtors promise to pay on the 25th, ask for a callback, or agree to an arrangement. Those promises live in a notes column, nobody checks on the 26th, and when the debtor disputes a call there is no recording to go back to.

What BaseCloud CRM solves

What a collections CRM should fix

  • Every PTP logged with an amount field and a date that triggers follow-up
  • Broken promises flagged the next day, not at month end
  • Payment links sent by SMS or WhatsApp while the debtor is still on the line
  • Every call recorded, so disputes are settled by listening, not arguing
  • Accounts per creditor client kept separate and reported on separately
  • Collector activity visible to the team leader without a spreadsheet

How it works

From handover to settled account

Four parts of a collections desk's day, and how BaseCloud runs each.

New books loaded and assigned

Import a creditor's accounts from CSV or receive them through the API. Each debtor is linked to the creditor and shared out to collectors.

  • Accounts table per debtor with creditor, reference, balance and age
  • Round Robin Select spreads new accounts across the desk
  • Duplicate debtors merged, keeping their history

What you get

Built for the collections desk

The BaseCloud features a collections team leans on, in collections terms.

  • Every debtor call on record

    Calls are recorded, transcribed and summarized with what the debtor agreed, so any collector can pick up the account.

  • Accounts, PTPs and arrangements

    An Accounts table per debtor with creditor, reference and balance, plus PTP date and amount fields and an arrangement schedule.

  • PTP follow-up on autopilot

    Reminders before the due date, a check on the day, and a task for the collector when a promise is missed.

  • Paystack payment links

    Send a Paystack link by SMS or WhatsApp so the debtor can pay by card on the call or straight after it.

  • Inbound calls to the right collector

    IVR menus and ring groups route returning debtors and creditor clients to the right person or team.

  • Desk and creditor reporting

    Dashboards for promises kept, accounts by status and calls per collector, filtered by creditor client.

The BaseCloud difference

Built in, not bolted on

Calling, texting, WhatsApp, email, quoting, e-signature and automation are part of BaseCloud, not add-ons from other vendors. One login, one client record, and no connectors to keep alive between separate subscriptions.

  • Phone system
  • SMS
  • WhatsApp
  • Gmail / Microsoft 365
  • Workflow automation
  • Quotes & invoices
  • E-signature

Debt Collectors on BaseCloud

One account, from handover to settlement

This is an example of how a collections agency can set up BaseCloud for a creditor's book. Every step is a standard workflow you can change.

Example workflow

A retail account handed over by a creditor client

A retailer hands over a batch of arrear accounts. Here is how one debtor in that batch moves from handover to a settled balance.

  1. 1. Account loaded

    The CSV import creates the debtor, links the creditor and assigns a collector through round robin.

  2. 2. First contact

    A WhatsApp template asks the debtor to call back. The collector calls from the CRM and the call is recorded.

  3. 3. Promise to pay

    The debtor promises a payment on the 25th. The collector sets the PTP date and amount and sends a Paystack link.

  4. 4. Reminder sent

    The day before, the debtor gets a reminder by SMS with the payment link again.

  5. 5. Missed and recovered

    The payment does not arrive. A Workflow Note puts the account back on the collector's list and an arrangement is agreed.

  6. 6. Settled

    The final instalment is paid. The status changes to Settled and the account shows in the creditor's monthly report.

Collectors spend their day on calls. Reminders, payment links and broken-promise follow-up happen on their own.

We pride ourselves on 5-Star Service

4.98 Google rating

Read our reviews on Google

Moving to BaseCloud was the best decision we could have made. The onboarding process was very professional. … It is comforting knowing you have a team of professional, knowledgeable people at your disposal.

Pieter vd WaltPosted on Google

Excellent service, professional team. The best I ever worked with.

Sandra ViljoenPosted on Google

Very professional and helpful. They consistently go out of their way to assist wherever needed. I would highly recommend them.

Annelien BouillonPosted on Google

Very knowledgeable team that understands our market.

Alan FritzPosted on Google

Thank you BaseCloud for … helping me get up to speed with your platform so that we could help our client fully integrate with your CRM.

Julian WesselooPosted on Google

Great team and very knowledgeable. Patient, but they keep their fingers on the pulse. Highly recommend.

The Capital DistilleryPosted on Google

Thank you to the incredible BaseCloud team for all your hard work and support.

Belinda VD MerwePosted on Google

Brilliant company!

Pieter KoelewynPosted on Google

FAQ

Debt collection CRM questions

Can BaseCloud dial through a list automatically?
BaseCloud has a built-in phone system with click-to-call, recording, transfers and IVR, but it is not a predictive or power dialler. Collectors work through a filtered list and call each debtor from the CRM.
Can debtors pay online?
Yes. Workflows can create a Paystack payment link and send it by SMS, WhatsApp or email. Card payments go to your Paystack account.
How do we handle consent, opt-outs and POPIA?
BaseCloud does not make compliance claims. You can record opt-outs and consent in fields, have workflows check them before any message goes out, and keep the call recordings and activity log as your record. Your business stays responsible for NCR and POPIA obligations.
Can creditor clients log in to see their accounts?
There is no login for creditor clients. You can send them reports exported from your dashboards, or push updates to their systems with webhooks or the API.
Does it connect to our collections or legal software?
There is no native integration with collections or legal-practice software. Accounts can come in by CSV import, the public API or webhooks, and updates can go out the same way.
Can we use our existing numbers?
Yes. South African numbers can be ported to BaseCloud, or you can buy new ones. Calls ring in the browser, on the BaseCloud Phone app or on SIP phones.

Fewer broken promises. More settled accounts.

Show us how your desk works a book today, and we'll set up the worklists, PTP follow-up and payment links in BaseCloud.

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