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TaxhintAdvisors

October 7, 2026 · Guides

Recovery Management: Follow-ups, Notices and Field Visits

Loan recovery management software gives a lender one place to see who is overdue, who was contacted, what they promised and who needs a visit. Without it, recovery runs on memory and phone call logs, and the account that needed attention last week is the one nobody remembers.

In this guide

What recovery management is

It is the working layer on top of your overdue list. The overdue and NPA classification tells you the position. Recovery management records what you do about it. It is part of the bigger picture in our buyer’s guide to loan software.

A good module normally holds:

  • Follow-up list: overdue accounts grouped by days late, branch or staff member.
  • Contact notes: each call or meeting with date, person spoken to and the promise made.
  • Notices: reminder and demand letters printed from your own format, with a record of when each went out.
  • Field visits: who went, when, what happened, and the next date.

For secured loans, the account should also carry the asset record. Our posts on vehicle loan recovery and mortgage loan collateral show how that looks. The main product page is vehicle loan software, which lists vehicle and hypothecation records.

How to use it, step by step

  1. The recovery in-charge opens the overdue list each morning and filters it by days late and branch.
  2. Accounts are assigned to a staff member, so everyone knows who owns which borrower.
  3. The staff member calls the borrower and enters a note: spoke to, promised date, amount.
  4. If the promise is missed, the system should raise the account again on that date, so the follow-up does not depend on memory.
  5. For accounts still unpaid, a notice is printed and the date is logged against the account.
  6. A field staff member visits, records the outcome, and collects through the collection app if the borrower pays on the spot.
  7. At day end the in-charge checks which promises were kept and which accounts move to the next stage.

How it helps the business

The big change is that recovery stops being a person’s habit and becomes a process. If a recovery agent leaves, the history stays with the account. If a borrower says “I told your man last month”, you can check the note.

Take a vehicle loan borrower two instalments behind. Instead of a general reminder, the in-charge sees three calls, one broken promise and no visit yet. The next action is obvious.

The numbers to watch: how many promises were kept against how many were made, and how many overdue accounts have had no contact in the last week. The second one is the cheapest early warning you can get.

Common mistakes

  • Letting notes live in staff phones and WhatsApp, so the file shows nothing.
  • Sending the same notice to everyone regardless of how late they are.
  • No owner on an account, so everyone assumes someone else called.
  • Treating a field visit as done without recording the outcome.
  • Using the software to apply pressure that your agreement or the law does not allow. Check your rules and take legal advice.

What to check in a demo

  • Can you filter overdue accounts by days late, branch and staff?
  • Can you add a call note with a promised date and see a reminder when it falls due?
  • Can notices be printed in your format and logged?
  • Does the field app record a visit, and does geo-tagging show where?
  • Can a manager see accounts with no contact for seven days?

Want to see this working on your own data? See the vehicle loan software, ask for a live demo on +91 93117 95484, or write to mail@taxhint.in.

FAQs

Can software send overdue notices automatically?

A good system should list overdue accounts by days late and produce a notice in your format for each. Sending still needs your approval, and the wording should follow your policy and legal advice.

How do we know the field staff actually visited?

Ask for visit entries with date, time, outcome and location. Taxhint’s collection app lists geo-tagging, which helps tie a visit to a place, but confirm the exact visit screens in the demo.

Is recovery software the same as the NPA report?

No. The NPA or overdue report tells you which accounts are late. Recovery management is the work list, notes and follow-up that gets them paid.

Can the same module handle vehicle loan recovery?

Yes in principle, as long as it keeps the vehicle and hypothecation record next to the dues. Any step involving repossession is a legal matter, so take your lawyer’s advice and follow the current law and your agreement.

More in this software series