Payments
How to record a payment from a debtor, what happens to the case when it is paid, and how part-payments are handled.
When a debtor pays, record it on the case. This stops any further chasing and closes the case with a clear record that the debt was settled.
Recording a payment
Open the case
Find the case for the invoice that has been paid.
Record the payment
Mark the debt as paid. Any in-progress reminders or escalation stop straight away.
What happens when a case is paid
- The recovery sequence stops — no further reminders or letters are sent.
- The case moves to Closed — paid.
- The history of what was done is kept for your records.
Part-payments
If a debtor pays only part of what is owed, treat the case according to your own arrangement with them. If you agree to accept the part-payment as settlement, record the case as paid. If the balance is still owed and you intend to pursue it, keep the case open and continue the sequence for the outstanding amount.
Payments to RobinReturn vs the debt
Two different sets of money are involved, and it helps to keep them separate:
- What the debtor owes you — the invoice amount you are recovering.
- RobinReturn's fees — the small per-action fees you pay RobinReturn (for example, £2 for a reminder). These are for using the service and are separate from the debt itself.
If you reach the claim stage and win, you can usually recover the court fee and limited fixed costs from the debtor, but RobinReturn's own fees are generally not recoverable on the small claims track (which covers debts up to £10,000). What is awarded is at the court's discretion.