Debt recovery and collections files For credit control, collections and recovery teams
Every debt account.
Fair, consistent and on record.
FilePlan 365 gives every account in collections its own secure file inside SharePoint. Arrears letters, payment plans, court papers and vulnerability notes are filed to the right account, with the right protection, automatically.
Works inside SharePoint
Account details from your collections system
30-day free trial
1
Account details
Account number, customer, balance and collector, taken from your collections system.
2
Document types
The same labelled folders for every account, down the left.
3
The account’s documents
Everything filed to that account, in the wider panel on the right.
What is FilePlan 365?
A digital filing cabinet, built into SharePoint
Think of a filing cabinet with a drawer for every account, and the same labelled folders inside each drawer. FilePlan 365 does exactly that inside SharePoint, the place your organisation already keeps its documents.
No new system to learn
Your team works in SharePoint and Microsoft 365, just as they do today. There is nothing extra to install on anyone’s computer.
Filed once, found in seconds
Every document goes into the right account file and folder, so anyone with access can find it straight away.
Kept as long as it should be
Each document is protected and kept for the right length of time, without anyone having to remember the rules.
Connected to your collections system
Account details arrive automatically
You never retype an account number, customer name or balance. FilePlan 365 picks up each account’s details from your collections system, so every account moving into arrears has a file ready straight away.
When an account changes
A new payment plan, a vulnerability flag or a move to litigation is picked up automatically, so every file stays accurate.
When an account is settled
The settlement or write-off date flows across too, and the clock for how long the file is kept starts by itself.
For your IT team
A Power Automate flow keeps a SharePoint list of accounts up to date from your collections system. FilePlan 365 reads that list. No custom code, and it stays inside your Microsoft 365 tenant.
The account file plan
Every account organised the same way
Each account file has the same six folders, so everyone knows where a document belongs and where to find it.
1
Arrears letters
Reminders, final notices, default notices
Kept for: 6 years after settlement
2
Payment plans
Agreements, income and expenditure, reviews
Kept for: 6 years after settlement
3
Vulnerability
Vulnerability notes, support referrals, consent
Kept for: 6 years after settlement
4
Disputes
Disputes, evidence, responses
Kept for: 6 years after settlement
5
Legal and enforcement
Letters before claim, court claims, judgments
Kept for: 6 years after settlement
6
Settlement and write-off
Settlement letters, write-off approvals
Kept for: 6 years after settlement
Retention periods are examples. You can match them to your own retention schedule.
Templates
Start with our Debt recovery and collections files template. Make it your own.
You don’t have to design a filing system from scratch. The ready-made Debt recovery and collections files template gives you the folders, document types and protection settings above in a few clicks. Then change anything you like.
1
Choose the Debt recovery and collections files template
Pick “Debt recovery and collections files” from the template gallery when you set up FilePlan 365.
2
Use it straight away
Your account files, folders and document types are created for you, ready to start filing.
3
Make it your own
Rename folders, add your own document types, and set how long each is kept, to match your collections policy and regulatory duties.
Find an account
Any account file in seconds
Start typing and FilePlan 365 shows matching accounts straight away. No more hunting through folders or asking a colleague where something was saved.
1
Type a few letters
Search by account number, customer name or postcode.
2
Narrow it down
Filter by stage, balance band, collector or status if you need to.
3
Open the file
Click an account to see everything filed to it.
People only ever see the accounts and documents they are allowed to see.
Advanced search
Answer questions across every account file
Tick a few options and FilePlan 365 finds every matching document across all your accounts. Perfect for complaint reviews, conduct audits and court hearings.
Conduct auditEvery account flagged as vulnerable and its contact history
Court hearingAll letters and evidence for one claim
Write-off reviewEvery write-off approved this quarter
Compliance, without the jargon
Protected and kept for the right time, automatically
FilePlan 365 uses the security and retention tools already in your Microsoft 365, known as Microsoft Purview. You decide the rules once, and they’re applied to every document.
Kept for the right time
Collections files are kept for six years after the account is settled or written off. Settlement starts the clock automatically.
Only the right people can see it
Account documents are marked Confidential. Vulnerability and health notes are marked Highly confidential.
Personal data stays inside
Documents containing income, bank or health details can’t be shared outside your organisation.
These are example settings. You choose the labels and timescales that match your own policies.
Why teams choose FilePlan 365
Less time searching. More time helping customers pay.
One file per account
Letters, plans, vulnerability and legal papers, in one place.
Ready on arrears
Accounts arrive from your collections system with their file set up.
Treating customers fairly
Show every contact and decision for an account in seconds.
Settlement handled for you
Retention starts automatically when an account is settled.
Every account file.
Always in order.
Try the Debt recovery and collections files template free for 30 days, in your own Microsoft 365 tenant.
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