Accounts Receivable Debt Collection Management Software

The Vendor is required to provide for an accounts receivable debt collection management software to assist in collecting outstanding fines, fees, and costs for the county.
- Consolidated office for the County responsible for the recovery of:
• Court fees, costs, and fines on cases that have been referred by the justice of the peace courts, county courts, and district courts;
• Court fees, costs, and fines for the domestic relations office and district court protective orders;
• Court fees, costs, and fines for attorney general/child support cases (under the state, non-custodial, custodial, or absent parent);
• Jury contempt fines.
- Responsible for utilizing the Accounts Receivable Debt Collection Management Software, must be equipped to pursue any past-due account on behalf of other County departments or entities as needed and requires a software solution capable of supporting the County’s ongoing collection needs.
- The goals are to boost debtor compliance, streamline end-user workflows, reduce overall operational costs, and increase revenue.
- All financial and party data will need to be imported and/or synced through an integration or API between the new software and Odyssey. Odyssey will remain the primary source for all case related and party record data entry. Real-time syncing is expected.
- The capability to configure security roles to manage user access for up to 50 users and system workflow/automation rules to facilitate the notifications to clients in the new software. The ability to create and manage collection payment plans.
- The capacity to generate and build reports that can export into CSV files for departmental and auditing purposes (e.g., system performance, aging reports, caseload status).
- At any time, the County may change its due diligence workflow to effectively collect on fees owed; collection software system is required to modify its due diligence workflow as needed to best fit the County’s goals.
- Capable of restricting certain access and/or information based on user access and expunging cases/names from system;
- Provide user defined adjustment types/codes with multiple user defined security levels;
- Add, update, and maintain demographic, financial, and employment data on each debtor, at user level;
- Recognize profile duplicates based on demographic information manually entered or imported and automatically merge with existing profile;
- Ability to bookmark cases or view case history;
- Create caseloads and assign accounts to individual collectors;
- Ability to transfer a caseload from one collector to another;
- Create payment plans based on a fixed monthly amount, a set payoff time period, or fully customizable non-fixed monthly amounts;
- Create and monitor multiple payment plan types;
- Set multiple due-diligence campaigns based on account type;
- Apply payments on accounts (advance, partial payments, etc.)
- Automatically or manually distribute payments to any or all fees and fines owed;
- Excuse or postpone delinquencies and document the action for future reference;
- Alert when promised payments are missed or short-paid;
- Ability to trigger batch notices/or a single notice to be printed from any network printer;
- Allow user to customize invoices, statements, payment notices and past due notices in printed or electronic format;
- Ability to screen notices before printing;
- Ability to fix accounts/cases at user level or by local system administrator;
- Enter notes in the system in either free-form or by utilizing user-configured notes or shortcuts.