Debtnote Docs

Overview

Debtnote is an operating system for debt collections teams. It connects portfolio management, client communications, workflow automation, and team operations into a single platform — so your team spends less time chasing context and more time closing accounts.

This documentation covers the core features of the platform. If you are setting up for the first time, start with the Getting Started section below. For a product overview, see the features page.

Getting Started

Access to Debtnote is granted through invite or approved registration. Once your request is reviewed, you will receive an email with a link to activate your account and set up your first workspace.

First-time setup

1. Open your invite email and click the activation link.
2. Set your password and verify your email address.
3. Create your first workspace by giving it a name (e.g. your portfolio or client name).
4. Invite team members from workspace Settings → Team.
5. Connect at least one outreach channel (email is available immediately, SMS and voice require provider credentials).

Workspaces

A workspace is a scoped environment for a portfolio of accounts. Each workspace has its own grid, team, automation profiles, and communication history.

Portfolio Grid

The grid is your primary execution surface. Each row is an account. Columns include client name, balance, status, assigned collector, and custom fields your admin has configured.

• Click any row to open the account's Client Desk.
• Use the status column to move accounts through your recovery workflow.
• Select multiple rows to run bulk actions — send a campaign, assign a collector, or update a status in one step.
• Use filters and search to focus on specific segments of the portfolio.

Creating a workspace

Owners and admins can create new workspaces from the Operations Console. Each workspace inherits your organization's channel settings but has its own team assignments and automation profiles.

Client Desk

Client Desk is the single record for each account. It keeps every action your team has ever taken — calls, SMS, emails, edits, status changes, and payment events — in one auditable timeline.

Activity timeline

The timeline shows a reverse-chronological log of every event on the account. Each entry is timestamped, attributed to the team member or automation that triggered it, and immutable.

Outreach thread

All outreach — regardless of channel — appears in a unified thread. You can see the full SMS, email, and call history before initiating the next touch, so no follow-up starts cold.

• Send an SMS or email directly from the thread panel.
• Log a manual call note with disposition and outcome.
• Attach files or payment references to the account record.
• View the full audit trail from the History tab.

Automation

Automation profiles define what happens when an account enters a status. A profile is a sequence of timed actions — send an SMS, wait 3 days, send an email, assign a task — that runs without manual intervention.

Creating a profile

1. Go to workspace Settings → Automation.
2. Click New Profile and give it a descriptive name (e.g. "30-day overdue sequence").
3. Choose the trigger status (e.g. Overdue 30 days).
4. Add steps: action type, channel, template, and delay.
5. Add branching logic if needed — e.g. skip the next step if a payment is received.
6. Activate the profile. It will apply to all accounts that enter the trigger status.

Messaging

Debtnote supports SMS, email, and voice outreach. You can connect your own provider (BYOP) or use managed channels as an add-on.

Supported providers

• SMS: Twilio (recommended), or any provider with a compatible API. Credentials live in Settings → Channels.
• Email: Gmail, Outlook, or any SMTP server. OAuth-based connect is available for Google and Microsoft accounts.
• Voice: 3CX and RingCentral are supported. Calls placed through the dialer are automatically logged to the account.

Compliance

You are responsible for ensuring your outreach complies with the FDCPA, TCPA, CAN-SPAM, and any other regulations that apply to your jurisdiction and the accounts you are working. Debtnote provides the tooling — compliance is your responsibility.

Team & Access

Debtnote uses role-based access control. Every user has a role that determines what they can see and do within a workspace.

Roles

• Owner — full control including billing, workspace creation, and security settings.
• Admin — can manage workspaces, invite members, configure channels, and edit automation.
• Member — can view and update accounts, send outreach, and log activities. Cannot access settings or billing.

Inviting team members

Go to workspace Settings → Team and enter the email address of the person you want to add. They will receive an invite link valid for 72 hours. You can set their role at the time of invite or adjust it afterward.

Billing & Plans

Debtnote charges a flat monthly platform fee plus metered usage for outreach channels. There are no per-seat charges — add as many team members as you need.

Plans

• Starter ($99/mo) — 3 workspaces, email automation, role-based access.
• Pro ($299/mo) — 15 workspaces, SMS + telephony, multi-step automation, Gmail/Outlook/SMTP integrations.
• Enterprise ($799/mo+) — unlimited workspaces, API access, security controls, priority support and SLA.

Usage charges

SMS, voice calls, and email are billed at metered rates: $0.04/SMS, $0.06/min for calls, and $0.005/email. These appear as a separate line on your monthly invoice. See the pricing page for the full breakdown.