Engaging a debt collection agency: everything entrepreneurs need to know
- Decisive and fast debt collection
- No cure, no pay
- 90% success rate without court intervention
- Complies with all WKI and NVI standards
Prefer direct contact? Call +31 348 486 425
As an entrepreneur, you invest a great deal of time and energy into your products or services. It is therefore incredibly frustrating when a customer fails to pay your invoice. An outstanding balance not only costs you time in following up with the customer, but it can also put immediate pressure on your finances.
On this page, you will learn exactly how engaging a debt collection agency works. You will gain insight into the legal framework and discover how the incasso.nl online application guides you through the entire process.
What does engaging a debt collection agency mean?
Engaging a debt collection agency means outsourcing an unpaid claim to a professional party that operates in compliance with the Debt Collection Quality Act (Wki). This party then takes over the communication with your customer and proceeds to collect the invoice on your behalf.
As an entrepreneur, you have several options that differ significantly:
- Self-collection (In-house). All actions you take personally to get an invoice paid fall under internal accounts receivable management. The disadvantage of self-collection is that it consumes internal resources, and you often lack the necessary legal leverage to compel a non-paying customer to settle their debt.
- Debt collection agency (such as incasso.nl). This is the most accessible route for SMEs. Incasso.nl focuses on recovering the invoice without the need for court intervention. And it works: approximately 90% of payment arrears are resolved during this phase.
- Bailiff (Court Bailiff). In a debt collection process involving a bailiff, legal proceedings are initiated to enforce payment. Because this can lead to high costs for both the client and the debtor, this step is usually taken only after the debt collection agency's efforts have failed.
At incasso.nl, we handle both amicable collection (out-of-court) and judicial proceedings. Ask our specialists for the best approach for your specific situation. - Lawyer/Attorney. A lawyer is primarily engaged for complex, disputed claims involving large financial sums. For regular, undisputed unpaid invoices, this route is less financially and operationally efficient for SMEs.
Are you curious about your options? Feel free to contact one of our specialists with no obligation. They can provide you with expert advice on the best approach for your unpaid sales invoice.
How does the debt collection process work step by step?
The incasso.nl application is designed to make the collection process as transparent and simple as possible. While traditional collection agencies often work with lengthy intake interviews and paper files, the process via our online portal proceeds in five clear steps:
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Step 1: Submitting your invoice (Day 1)
You open the incasso.nl app and take a photo of your invoice. All invoice details are automatically recognized, and as soon as you have shared your customer's contact information, you can start the collection trajectory immediately. -
Step 2: Data enrichment (Day 1-2)
Our system immediately enriches your collection file with information from relevant sources. This information, for example regarding bankruptcies or known payment problems, is subsequently used in the collection trajectory. -
Step 3: Amicable phase (Day 2-30)
This is the actual collection trajectory. Based on your customer's profile, a set of communication tools is deployed to urge your customer to pay. This includes letters, telephone contact, and in some cases, a physical visit. The goal of this phase is to get in touch with the customer and find a solution for the payment arrears, often in the form of direct payment or a payment plan. -
Step 4: Judicial phase (Day 31+)
Should the customer not pay in the amicable phase, but our advice indicates that there are sufficient opportunities for recovery? Then we will present a cost-benefit analysis to you for initiating a legal procedure. After your approval, a summons is drawn up. -
Step 5: Your customer pays
As soon as your customer has paid, we process this in the collection file as quickly as possible. Normally, we transfer the money to your account within 72 hours.
For which claims can you engage a debt collection agency?
The online platform of incasso.nl is widely applicable for various monetary claims. Our dedicated departments are optimized for processing, among others:
- B2B invoices: Claims based on products, projects, or services delivered between businesses (SMEs, freelancers, and large enterprises).
- B2C invoices: Claims against private individuals for consumer products or private services provided.
- Rent collection: Overdue rent payments for both residential and commercial properties.
- Membership fees and subscriptions: Periodic payment obligations for associations, foundations, or subscription-based services.
What does a debt collection agency not do?
A debt collection agency is not equipped to handle claims arising from family law, such as alimony arrears.
If you are an individual with a claim against a company or another individual, please contact one of our specialists. Together, you can discuss your situation and explore the options available to you.
How do you recognize a reliable debt collection agency?
The debt collection market has undergone significant professionalization due to the NVI Quality Mark and the introduction of the Wki. As an entrepreneur, you want to be certain that your company name and reputation are not damaged by an unprofessional collection procedure.
A reliable partner demonstrably meets at least the following criteria:
- Debt Collection Register. In the Netherlands, every operational debt collection agency must be registered in the public register of Justis (part of the Ministry of Justice and Security). Offering collection services without this registration is illegal.
- NVI Quality Mark. The Dutch Association of Debt Collection Agencies (NVI) only issues a quality mark to companies that meet the requirements of a strict standard framework.
- ISO Certifications. ISO certification indicates how professionally a company is structured. Examples include general management (ISO9001) or responsible handling of sensitive data and security (ISO27001).
- AFM License. Certain claims may only be handled with a specific license from the Dutch Authority for the Financial Markets (AFM).
Your customer pays the collection fees
Perhaps the best part of using incasso.nl is this: you pay nothing. Your customer is legally required to cover the collection fees, which serve as compensation for the debt recovery process. This way, you receive your full invoice amount without having to pay a cent out of pocket.
Furthermore, incasso.nl operates on a No cure, no pay basis. This means you do not have to pay anything if, in the unlikely event, no funds are recovered. Only in exceptional cases, such as highly complex matters, will we discuss any potential costs with you in advance.
Are you looking for additional collection services? Such as on-site debt collection visits, international recovery, or legal proceedings? Different rates apply for these services.
Free for entrepreneurs
Your customer is responsible for the collection fees and interest, which means incasso.nl is often free of charge for our clients. Furthermore, we offer competitive rates for additional debt collection services.
Smart incasso.nl app
With the smart app from incasso.nl, you can initiate your collection case in just two minutes. Afterward, you maintain 24/7 insight into the status of your file, anytime and anywhere.
Compliance with all regulations
incasso.nl is powered by Ultimoo, a debt collection agency registered with the government and holder of the NVI Quality Mark. This gives you the assurance that your debt collection partner is reliable and complies with the strictest requirements.
What entrepreneurs say about incasso.nl
See how our users rate the debt collection services provided by incasso.nl.
M.C. van Veen Seamstress
⭐️⭐️⭐️⭐️⭐️
"Excellent and friendly service. They really thought along with me regarding my situation. I have since closed my business, but if anyone were to ask me to recommend a good debt collection agency, I would definitely recommend this company."
Raoul
⭐️⭐️⭐️⭐️
"Communication was a bit sluggish at the start, but once I was assigned a dedicated contact person, it went flawlessly. They did their absolute best to achieve a satisfying final result."
Chris
⭐️⭐️⭐️⭐️⭐️
"No one wants to deal with non-payment. It often comes with a lot of frustration and wasted time. How great is it, then, that incasso.nl can take the entire recovery process off your hands at reasonable rates. Top-notch service!"
What are the frequently asked questions about engaging a debt collection agency?
Below you will find answers to the most frequently asked questions from SME entrepreneurs regarding the operation and implementation of a debt collection procedure.
From what amount is a debt collection agency worth it?
In principle, there are no rules for a minimum invoice amount in a debt collection procedure. This means that you can initiate a collection process for any invoice as soon as the payment term has expired. Naturally, it is advisable to consider the implications of a collection procedure for relatively small invoices. For instance, there is a statutory minimum for collection costs of €40.
What exactly is "No cure, no pay"?
This means that the risks of the out-of-court collection process lie with us. If your customer does not pay via incasso.nl, no costs are passed on to you as the client. With No cure, no pay, you do not face any financial risk when submitting your invoice.
Only with additional collection services (such as an on-site visit) or partial payments is there a possibility that you may pay a commission to incasso.nl.
Can I maintain my client relationship after engaging a debt collection agency?
Yes. The collection approach of incasso.nl and Ultimoo is designed to prevent escalation. We communicate clearly, professionally, and in accordance with the Wki code of conduct. In many cases, your customer appreciates a professional and respectful approach, allowing the commercial relationship to remain intact.
How long does an average collection process take?
The amicable (out-of-court) phase has an average lead time of 30 to 45 days. Within this period, your customer is given time to respond and find a solution for the payment arrears without the need for court intervention. If a payment plan is arranged or a judicial collection process is initiated, the formal duration of a collection file may be longer.
Ready to submit your invoice?
Don't let unpaid invoices hinder your company's finances. With the incasso.nl online application, you can initiate a professional collection process in no time, without complex contracts or confusing legal jargon.
Do you have a specific situation or would you like to consult with a specialist first? Please contact us at +31 348 486 425.
