Third-Party Liability Recovery Tracking
Once a subrogation or third-party liability claim is confirmed and a demand letter goes out, the recovery specialist handling it is often juggling a hundred-plus open files at different stages — demand sent, response pending, partial offer received, arbitration filed — and without something actively tracking each file's age and last-action date, recovery files go quiet. A demand letter that got no reply in 30 days doesn't automatically escalate itself, a partial offer sits unanswered, and specialists end up prioritizing whichever file happens to cross their desk rather than the ones actually at risk of stalling past a deadline.
STARTING PRICE
From €299
Standard tier · Multi-step workflow with AI extraction/decisioning and 2-3 integrations.
Get a quote →Saves roughly 5-9 hrs/week of manual recovery file follow-up and aging review.
How the automation works
We track every open recovery file's status, last action date and next expected step, and surface files that have gone stale against expected response windows — no reply to a demand letter within the typical timeframe, an offer sitting unanswered, an arbitration filing deadline approaching — so a specialist's attention goes to the files actually at risk, not just the newest ones. Status updates from the other carrier, partial payments and arbitration forum activity are logged against the file automatically where they arrive electronically. The system surfaces what needs a decision and when; it doesn't negotiate settlement value, accept an offer, or file anything on a specialist's behalf without their sign-off.
Process flow
- 01
Recovery file opened trigger
Tracking starts once a subrogation or liability recovery file is opened following a confirmed referral or demand decision.
- 02
Log status and last action integration
Demand letters sent, responses received, offers and arbitration filings are logged against the file with their dates.
- 03
Flag stale files ai
Files with no activity beyond the expected response window for that stage — no reply to a demand, an unanswered offer — are flagged for specialist attention.
- 04
Flag approaching deadlines ai
Statute-of-limitations and arbitration filing deadlines specific to the recovery file are surfaced ahead of time, not discovered after they pass.
- 05
Specialist reviews and acts output
The recovery specialist reviews flagged files and decides the next action — follow-up, counter, escalate to arbitration — the system never negotiates or accepts an offer on its own.
- 06
Log resolution output
Settled, written-off and arbitration-resolved files are logged with final recovery amount against the original claim for reporting.
Inputs
- Open recovery file records
- Demand letter and correspondence logs
- Offer and payment activity
- Arbitration forum filings
- Jurisdiction deadline data
Outputs
- Recovery file status dashboard
- Stale-file and deadline alerts
- Resolution and recovery-amount log
- Aging report by specialist and file stage
Works with
Prefer a fully custom build instead of an off-the-shelf integration? We scope both options during your free consultation — most jobs like this one work fine on standard connectors, but higher-volume or non-standard systems sometimes need bespoke API work, reflected in the complex tier.
Where this goes wrong if you get it wrong
- A recovery file with no activity for 30-plus days after a demand letter doesn't mean the claim isn't recoverable — it usually means it's been deprioritized behind newer files, and without active aging alerts, files with real recovery value routinely die of neglect rather than an actual denial from the other party.
- Arbitration forum deadlines and state statute-of-limitations windows for filing suit are separate from the initial claim's own timing and easy to lose track of once a file has been open for months — deadline tracking needs to run off the recovery file's own timeline, not get inherited incorrectly from the original claim date.
- Automatically logging a partial offer as a resolution rather than flagging it for specialist review risks accepting less than the file is actually worth — offers need to route to a person for a settle-or-counter decision, never get accepted by a status-tracking system on its own.
- Treating every recovery file the same regardless of dollar value spreads specialist attention thin across low-value files while high-value ones with the same staleness risk go unnoticed — aging alerts need to weight by recovery amount at stake, not just days since last action.
Frequently asked questions
Does this negotiate settlements with the other carrier?
No. It tracks file status, ages and deadlines and flags what needs attention — a recovery specialist decides on every counter, acceptance or escalation.
How is this different from subrogation opportunity identification?
Subrogation opportunity identification is about spotting a claim worth pursuing from the claim facts. This tracks a recovery file that's already been opened and pursued, through to settlement or write-off.
What happens when a demand letter gets no response?
The file is flagged once it passes the expected response window for that stage, so a specialist follows up deliberately rather than the file sitting unnoticed behind newer ones.
Does it track arbitration filings?
Yes, where filings and status updates come through electronically from arbitration forums, they're logged against the file automatically alongside its other activity.