How BineClaim Works

What’s included in each plan

BineClaim offers three plans — Free, Starter, and Pro. All plans include the evidence vault, AI organisation, completeness score, court-readiness checklist, jurisdiction guide, and SOL tracker.

Annual billing saves $48/yr on Starter ($180/yr) and $84/yr on Pro ($384/yr). See full pricing →

Opening a case

Click New Case from your dashboard. Each case tracks one invoice — if a client owes you on three invoices, open three separate cases so each is tracked and escalated independently.

• Client / company name and email — Required. Used in every letter and the court packet.
• Invoice number, amount, and invoice date — The core of your case.
• Due date — Required. BineClaim calculates days overdue and the A/R bucket from this date.
• Client’s state — Powers the Statute of Limitations tracker and statutory interest calculations.
• Notes / description — Internal context only. Never shown to the client.

Evidence — build your paper trail

Open the Evidence tab on any case and upload every document you have. BineClaim reads each file automatically, tags it by type, and uses the content to personalise your demand letters and court packet.

Documents that carry the most weight:

• The original invoice — Shows the amount, services, and due date. Upload this first.
• Contract or written agreement — Proves the scope, deliverables, and payment terms. Even a simple email thread works.
• Proof of delivery or completion — A delivery confirmation, final file sent over email, or a screenshot showing work was handed over.
• Client acceptance — An email where they said “looks great,” approved a draft, or requested follow-on work.
• Communication history — Emails, texts, or screenshots where the client acknowledged the invoice, promised to pay, or went silent.

Demand Letters — the escalation engine

There are four escalating letter stages. BineClaim recommends which stage to send next based on how many days overdue the invoice is and which letters have already been sent.

• Stage 1 — Polite reminder (5–14 days overdue, Free plan)
  Friendly and professional. Assumes the late payment is an oversight. References the invoice and asks for payment by a clear date.
• Stage 2 — Firm follow-up (30–60 days overdue, Starter+)
  More direct. Restates the agreement, sets a firm deadline, and signals you are taking the matter seriously.
• Stage 3 — Formal demand (60–90 days overdue, Starter+)
  Warns that continued non-payment may be reported to business credit agencies — Dun & Bradstreet and Experian Business.
• Stage 4 — Final notice before legal action (90+ days overdue, Starter+)
  The final letter. Confirms credit reporting has been or will be filed and that you are considering small claims court or formal legal action.

Certified Mail — USPS delivery via Lob

BineClaim integrates with the USPS via Lob to send physical certified demand letters with tracking and delivery confirmation. A certified letter establishes a documented paper trail that courts accept as proof the debtor received notice. The delivery status updates automatically in the case timeline.

Court Packet — 15-section small claims PDF (Pro)

Pro plan users can generate a comprehensive court-ready PDF with 15 sections covering: case summary, invoice details, evidence index, letter timeline, communication log, interest calculation, statute of limitations analysis, jurisdiction-specific filing guide, and more. Everything a small claims court needs to see, organised for you.

Statute of Limitations Tracker

BineClaim automatically calculates your legal filing deadline based on the debtor’s state and your claim type. A countdown banner warns you when the deadline is approaching. If the legal window has expired, letter generation is automatically blocked to protect you from legal risk.

AI Tools — analysis, scoring & viability

BineClaim uses AI throughout the platform to help you understand the strength of your case. Available on Starter and Pro plans.

• Case Analysis — Scans your evidence to identify factual inconsistencies, missing documentation, and broken payment promises.
• Viability Score (0–100) — Predicts the likelihood of recovery based on case strength, debtor behaviour, and evidence quality.
• Communication Sentiment Analysis — Surfaces patterns like evasion, escalating hostility, and consistent promise-breaking.
• Recovery Strategy — AI-generated recommended next action tailored to where the case currently stands.
• Payment Score — Assesses the debtor’s likelihood of paying: Strong, Moderate, or Weak outlook with factor breakdown.

Supporting Tools

• Interest Calculator — Calculates accrued interest from the due date using the state’s statutory rate or your custom contract rate.
• Debtor Portal & Payment Links (Starter+) — Generates a secure Stripe-powered payment page so debtors can pay online. Supports autopay and instalment plans.
• FDCPA Compliance Guard — Flags common Fair Debt Collection Practices Act pitfalls before you send a letter or make contact.
• Business Credit Reporting (Pro) — File the delinquent debt with Dun & Bradstreet and/or Experian Business from within the platform.
• Attorney Referral (Starter+) — Connects you with attorneys in your state who handle debt recovery and small claims matters.
• Settlement Offers — Send a formal offer to settle for a reduced lump sum and track offer status.
• Early Settlement Discount — Offer a time-limited percentage discount to debtors who pay immediately.
• Promise to Pay Tracker — Log payment commitments with a deadline; auto-flags cases when promises are broken.
• Lien Deadline Tracker — Shows mechanic’s lien filing deadlines and pre-lien notice requirements by state.
• Write-Off Guidance — Explains how to close an uncollectable case and what documentation to retain for tax purposes.
• Collection Agency Handoff — Structured handoff record when referring a case to a third-party collection agency.

Automation & Scheduling

• Pre-Due Reminders — Automated reminder fires before an invoice is even overdue.
• Dunning Sequences — Letters escalate automatically as the debt ages without you checking each case.
• Escalation Rules — Custom rules trigger actions when conditions are met (e.g., 60 days overdue → send final demand).
• Snooze — Pause a case until a future date while a payment arrangement is in place.
• Calendar View — All follow-ups, deadlines, and instalment dates in a single monthly calendar.
• Recurring Invoices — Auto-generate invoices on a weekly, monthly, or custom schedule for retainer clients.

Team & Staff Management

Invite staff members to your workspace. Each staff account gets their own login and can be assigned specific cases. Staff see only the cases assigned to them; owners see everything. Set roles and permissions from Account → Team.

• Two-factor authentication (MFA) — TOTP authenticator app or email OTP, configurable per user.
• Trusted devices — Skip the MFA challenge on recognised devices for 30 days.
• Audit log — Every action taken by every team member is logged with a timestamp and user attribution.

Dashboard & Reporting

The Dashboard is your command centre. At a glance it shows recovery metrics, open cases, and quick actions. Cases flagged as Overdue or Due Today are highlighted so you know exactly what needs attention.

• A/R Aging Report — Groups unpaid invoices by 0–30, 31–60, 61–90, and 90+ days overdue.
• Analytics Dashboard — DSO, Collection Efficiency Index, Portfolio Health Score, and monthly recovery trends.
• Clients Directory — Consolidated view of every unique client with total exposure, open/paid/closed case counts, and risk flags.
• CSV Import — Bulk-import existing invoices via the CSV template from Collection → Import.

Frequently Asked Questions