Short Answer

In North Carolina, the executor gathers and reviews creditor claims after publishing and mailing the required notice, pays valid claims in the statutory order, and obtains written proof each claim is satisfied (paid-in-full letter, zero-balance statement, or lien release). Those documents are filed as vouchers with the Final Account at the Clerk of Superior Court. Wait at least three months after first publication of the creditor notice, then file your Final Account with receipts and releases within the standard accounting deadlines.

Understanding the Problem

You are asking, in North Carolina, as the executor, how you can collect “satisfactions” (proof of payment) from creditors and file them so the Clerk of Superior Court will approve your Final Account and close the estate. The immediate decision point is: once claims are verified and paid, what documents do you need from each creditor and where and when do you file them so the estate can be closed?

Apply the Law

Under North Carolina law, the executor must: (1) publish and, for known or reasonably ascertainable creditors, send the required notice; (2) receive and evaluate written claims; (3) pay allowed claims in the statutory order of priority; and (4) prove those payments to the Clerk with vouchers when filing the Final Account. “Satisfactions” are practical proof that a claim is extinguished—such as a paid-in-full statement, zero-balance letter, canceled checks, and, for secured debts, lien releases recorded as required. The Clerk of Superior Court (Estates Division) reviews your Final Account and supporting vouchers; timing ties to the three‑month claims window and the final-account due date.

Key Requirements

• Give proper creditor notice: Publish notice and send personal notice to known or reasonably ascertainable creditors; file the Affidavit of Notice to Creditors with the inventory.
• Collect and assess written claims: Claims must be in writing and timely; decide whether to allow, reject, or resolve them.
• Pay in statutory order: Pay allowed claims by priority; do not prefer one creditor within the same class; prorate if assets are short.
• Obtain satisfactions/releases: For each paid claim, obtain a paid-in-full or zero-balance letter; for secured debts, obtain and record lien releases; keep canceled checks and statements.
• File vouchers with Final Account: Attach receipts, releases, and other vouchers to the Final Account; the Clerk audits and, if satisfied, will close the estate.
• Alternative discharge: If someone else assumes a debt with creditor consent, file the signed agreement so the estate is discharged from that liability.

What the Statutes Say

• North Carolina Gen. Stat. § 28A-14-1 (Notice to creditors) – Executor publishes and mails notice to start the claims period.
• North Carolina Gen. Stat. § 28A-19-6 (Order of payment of claims) – Sets the priority of what gets paid first.
• North Carolina Gen. Stat. § 28A-19-7 (Satisfaction other than by payment) – Allows discharge of the estate if another person assumes a debt with creditor consent and the agreement is filed.
• North Carolina Gen. Stat. § 28A-21-2 (Final accounts) – Timing for filing the Final Account with the Clerk.

Analysis

Apply the Rule to the Facts: As executor of your parents’ estate with a pour-over will and joint revocable trust, first confirm you published and mailed creditor notices and filed the Affidavit of Notice with the inventory. After the three-month window, pay allowed claims in the statutory order using estate funds (you already sold jointly owned property to raise funds). Obtain a paid-in-full or zero-balance letter from each creditor and, for any secured debt you satisfied, get a lien release recorded. Attach those vouchers to your Final Account for the Clerk to audit. If the trust pays a remaining claim, consider using a written assumption agreement filed with the Clerk to discharge the estate from that liability.

Process & Timing

1. Who files: Executor. Where: Clerk of Superior Court, Estates Division, in the North Carolina county of the decedent’s domicile. What: Affidavit of Notice to Creditors (AOC‑E‑307) with inventory; later, Final Account with vouchers (receipts, paid‑in‑full letters, canceled checks, lien releases). When: Pay and collect satisfactions after the creditor period ends (at least three months from first publication) and file the Final Account within the standard deadline unless extended.
2. Contact each paid creditor for a written paid‑in‑full or zero‑balance letter; for mortgages, judgments, or other liens, obtain and file/record the appropriate release so the public record reflects satisfaction. Keep settlement statements and confirmations from the property sale as vouchers. County practices can vary, but Clerks uniformly require vouchers supporting disbursements.
3. Submit the Final Account with all vouchers to the Clerk for audit. If complete, the Clerk approves the account and notes your discharge on the Final Account. Keep copies for your records and for beneficiaries.

Exceptions & Pitfalls

• Do not pay claims out of order or prefer one creditor within the same class; prorate if necessary.
• Personal notice to known or reasonably ascertainable creditors is required; missing it can keep a claim alive.
• If you reject a claim, the creditor has a short window to sue after written rejection; track responses and deadlines.
• Secured debts need recorded releases; a payoff alone is not enough to clear title.
• Consider “satisfaction by assumption” if a trustee or beneficiary will assume a debt; file the signed agreement to discharge the estate.
• If probate assets are short, North Carolina law allows recovery of certain nonprobate funds for claims; coordinate with the trust and document any cross‑payments clearly.

Talk to a Probate Attorney

If you’re dealing with creditor claims and need to collect satisfactions to close an estate, our firm has experienced attorneys who can help you understand your options and timelines. Call us today at 919-341-7055.

Disclaimer: This article provides general information about North Carolina law based on the single question stated above. It is not legal advice for your specific situation and does not create an attorney-client relationship. Laws, procedures, and local practice can change and may vary by county. If you have a deadline, act promptly and speak with a licensed North Carolina attorney.