What is a case?
In Debitura, a case is the central record for a debt that a client wants to recover. Each case tracks a single claim against a debtor and contains the information needed for collection: the debtor's identity and contact details, the claim amount and currency, supporting documentation, and the current status.
Internally, Debitura stores cases as Invoice records. A case may include multiple sub-invoices when a client bundles related claims against the same debtor into one collection effort.
Cases can be categorised as pre-legal cases (amicable) or legal cases. Learn more about the differences here.
Only pre-legal cases follow our standard debt collection agreement. For a case to be categorised as pre-legal, it must match some criteria. Learn more about pre-legal cases.
Core components of a case
Every case consists of four main elements:
Debtor information: The company or individual who owes money. This includes name, contact details (email, phone), address, jurisdiction, and whether the debtor is a company or private individual. Each case has its own debtor record.
Claim details: The amount owed, the currency, and information about the underlying debt (invoice numbers, due dates, interest calculations).
Documents: Supporting files such as invoices, contracts, or correspondence that help the collection partner work the case.
Status: The current lifecycle state indicating where the case is in the collection process.
Why cases matter
Cases are the operational unit that connects all parties on the platform. They enable clients to submit debts for collection, collection partners to manage recovery efforts, and Debitura to coordinate the process. The case structure ensures that everyone involved has access to the same information and can track progress transparently.
How cases move through the lifecycle
Every case follows a defined lifecycle from creation to closure. The exact path depends on partner assignment and the actions taken by each party.
Initial creation and validation
When a client creates a case, it enters the Pending Verification status. During this stage, Debitura verifies that the debtor and client details are correct, the claim amount and documentation appear genuine, and a valid contract is on file. Once validation passes, the case proceeds to the assigned collection partner.
Partner review
The assigned collection partner reviews the case and can take one of three actions:
Accept the case: The case moves to Active status and the partner begins collection work.
Request more information: The case moves to Needs Additional Details status while the client provides the requested documentation.
Decline the case: If allowed by the client's settings, the case may be distributed to other partners as a lead.
Active collection
Once active, the collection partner works on recovering the debt. For cases under standard terms, an exclusive collection period of 6 months begins, during which the partner has exclusive rights to work on the case. The partner may pause the case temporarily or close it when collection is complete or further action is not viable.
Closure
A case is closed when the debt is paid (fully or partially), the partner declines further action, or collection options are exhausted. Debitura retains the case history for reporting and performance tracking.
Main lifecycle statuses
The statuses a case can hold include:
Pending Verification: The case is being validated by Debitura or the partner.
Active: The partner is actively working on collection.
Needs Additional Details: The partner requires more information from the client.
Paused: Collection is temporarily on hold.
Collecting Quotes / Pending Quote Selection: When no exclusive partner is available, the assigned partner declines, or custom pricing is required, the platform collects custom quotes from eligible partners. After quotes are submitted, the client reviews and selects the winning offer.
Closed: Collection is complete.
For the distinction between pre-legal (amicable) and legal (escalation) stages, see Case stages.
Impact by actor
Client
Clients create cases by submitting debtor information, claim details, and documentation.
Clients can update debtor details only while the case is in validation status. Once a partner is assigned, updates must go through the case chat.
Clients receive notifications when their input is required and can track case progress through the platform.
Collection Partner
Collection partners receive cases for review after Debitura validation completes.
Partners decide whether to accept, request more information, or decline each case.
Accepted cases enter the partner's active workload with an exclusive collection period under standard terms.
Debtor
The debtor is the party who owes the debt and is contacted by the collection partner.
Debtor information (contact details, address, type) is stored on the case and determines jurisdiction and partner matching.
Debitura
Debitura validates each case before it reaches a collection partner.
The platform coordinates partner assignment, tracks lifecycle transitions, and retains case history for reporting.
Where to find cases in the platform
Clients can view their cases at Cases in the client portal. Collection partners can view received cases at Cases Received in the partner portal.