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Getting Started with WolfX
Last updated: 2026-06-26
What do you need before you start?
WolfX is software that helps UK business-to-business creditors prepare an evidence-backed invoice recovery workflow. It is not a law firm and does not give legal advice. Before you create a case, it helps to have three things to hand: the invoice you are chasing, the debtor company’s details, and the records that prove the debt is owed.
You do not need everything perfectly organised before you begin. The Evidence Vault is there to store and reference what you have, and you can add documents as you go. The more complete your records are, the stronger the workflow you can prepare.
What invoice details do you need?
Start with the invoice itself. The core details let WolfX build an accurate picture of what is owed and how overdue it is:
| Field | Why it matters |
|---|---|
| Invoice number | Identifies the specific debt and ties evidence to the right invoice. |
| Invoice date and due date | Establishes when payment fell due and how many days the invoice is overdue. |
| Amount outstanding | The principal sum still unpaid, after any part-payments. |
| Payment terms | Your agreed terms (for example 30 days) and any contractual interest clause. |
| Part-payments received | Any amounts already paid, so the balance is accurate. |
What debtor company details do you need?
Next, capture who owes the money. For a UK limited company, the registered company name and number from Companies House matter, because the correct legal entity is the one you would pursue. Note whether the debtor is a limited company, a partnership, a sole trader, or an individual — this affects which pre-action route applies.
| Field | Why it matters |
|---|---|
| Registered company name | The exact legal name of the entity that owes the debt. |
| Company registration number | Confirms the right legal entity via Companies House. |
| Registered office / correspondence address | Where formal correspondence should be directed. |
| Debtor type | Limited company, partnership, sole trader, or individual — this sets the pre-action route. |
| Contact details | A named contact and email or postal address for correspondence. |
The debtor type matters because the rules differ. Company debtors generally follow the Practice Direction on Pre-Action Conduct, where a clear written demand with a reasonable response window (commonly at least 14 days) is typical. The Pre-Action Protocol for Debt Claims, with its 30-day reply period, applies only where the debtor is an individual or a sole trader.
What evidence should you gather?
Evidence is what turns a chase into a credible, escalation-ready case. The Evidence Vault lets you store and reference the records that show the debt exists, what was agreed, and that you delivered. Aim to collect:
| Evidence | What it shows |
|---|---|
| The contract or agreed terms | What was agreed, including price and payment terms. |
| Purchase order or signed quote | That the customer ordered and accepted the work or goods. |
| Proof of delivery or completion | That you supplied what was agreed (delivery notes, sign-off, timesheets). |
| The invoice and any statements | The formal demand for payment and the running balance. |
| Chase history | Reminders, emails, and calls showing you pursued payment. |
| Any debtor responses | Acknowledgements, promises to pay, or disputes raised. |
You do not need every item to begin, but each one strengthens the file. Organised evidence is useful whether the case is reviewed internally, by a solicitor, or for compliance and pre-action purposes.
Should you choose an LBA, a Court Readiness Pack, or a bundle?
WolfX helps you prepare two main outputs. Which you start with depends on where you are in the recovery process:
| Option | When it fits |
|---|---|
| Letter Before Action (LBA) | You want to make a formal written demand setting out the debt, interest, and a deadline before any court step. |
| Court Readiness Pack | The LBA window has passed and you want an organised pack of the case and evidence to review before deciding whether to pursue a claim. |
| Bundle (both) | You want to prepare the demand and assemble the readiness pack together as one workflow. |
A Letter Before Action is a formal demand for payment, typically sent before any court step. A Court Readiness Pack is an organised pack that brings the case and its evidence together for review. It is not a court filing and not an official or certified court document — WolfX does not file court claims for you, does not collect payments directly, and does not guarantee recovery.
How does onboarding work if checkout is not live?
Self-service signup and checkout may not be switched on yet. When that is the case, onboarding is operator-assisted: a member of the team can set up your organisation and first case manually so you can get started without waiting. You provide the invoice, debtor, and evidence details above, and we configure the workspace for you.
To request manual onboarding, contact us at founder@usewolfx.com. We will confirm what we need and walk you through preparing your first recovery case.
What are the next steps?
A good first step is to check whether your invoice is ready for a Letter Before Action. The readiness checker reviews the details and evidence you have and highlights anything missing. From there you can prepare the LBA, assemble a Court Readiness Pack, or store records in the Evidence Vault for later.
WolfX is software for evidence-backed invoice recovery workflows. WolfX is not a law firm, debt collection agency, court, or payment processor. This site provides general information, not legal advice.
Frequently asked questions
What info do I need to start?
You need the invoice details (number, dates, amount outstanding, payment terms), the debtor company's details (registered name and number, address, and debtor type), and supporting evidence such as the contract, purchase order, proof of delivery, the invoice, and your chase history. You can add evidence as you go.
Can WolfX set this up for me?
Yes. If self-service checkout is not live yet, operator-assisted onboarding is available — a member of the team can set up your organisation and first case manually. Email us to request it and we will confirm what we need.
Does WolfX guarantee I will recover the money?
No. WolfX is software that helps you prepare an evidence-backed recovery workflow, generate a Letter Before Action or Court Readiness Pack, and organise your evidence. It does not guarantee recovery, does not file court claims for you, and does not collect payments directly.
Which pre-action route applies to my debtor?
Company debtors generally follow the Practice Direction on Pre-Action Conduct, where a clear written demand with a reasonable window (commonly at least 14 days) is typical. The Pre-Action Protocol for Debt Claims, with its 30-day reply period, applies only to individuals and sole traders.
Ready to set up your first case?