The platform supports 15 active close codes, organized by outcome type.
Success codes
These codes indicate money was recovered from the debtor.
Code | Description | When to use |
Paid | Full payment received | Debtor paid the full outstanding amount. System validates that total payments are greater than or equal to the outstanding amount. |
Partially paid | Partial payment received | Debtor paid some amount but not the full debt. System validates that payments are greater than zero but less than the outstanding amount. |
Both success codes trigger payout creation to distribute funds between the client and collection partner according to the agreed commission rate.
Partner decline codes (no penalty)
These codes represent legitimate reasons a collection partner cannot or should not work on a case. Partners are not penalized in performance scoring when using these codes.
Code | Description | When to use |
Case never started | Partner declined before starting | Partner reviews case and determines they cannot take it (jurisdiction mismatch, case type not handled, capacity issues). |
Case never started - Internal | Internal closure decision | Case closed by Debitura admins before partner engagement. |
Invalid Case Data | Invalid case data | Critical case information is incorrect or missing (wrong debtor details, invalid documentation, data quality issues). |
Debtor Insolvent/Bankrupt | Debtor bankrupt or insolvent | Debtor has filed for bankruptcy or is officially insolvent. |
Debtor Untraceable | Cannot locate debtor | All reasonable efforts to locate debtor have failed. |
Statute of Limitations Expired | Legal time limit expired | The legal deadline to collect this debt has passed per jurisdiction laws. |
Client decision codes
These codes reflect decisions made by the client that prevent collection from continuing.
Code | Description | When to use |
Withdrawn by Client | Client requested withdrawal | Client asks to stop collection (debtor is now a customer again, internal resolution reached, etc.). |
Disputed - Legal Action Declined by Client | Debt disputed, legal declined | Debtor disputes the debt validity and client declines to pursue legal action. |
Settlement Rejected by Client | Settlement offer rejected | Partner negotiated a settlement but client rejected the terms. |
Unresponsive Client | Client unresponsive | Client stops responding to partner communication, making collection impossible. |
Process completion codes
Code | Description | When to use |
Pre-Legal Exhausted - No Payment | Pre-legal efforts exhausted | Partner has completed all reasonable pre-legal collection attempts without payment (multiple contact attempts, demand letters sent, debtor unresponsive or unable to pay). Typically used after the exclusive collection period of 6 months. |
Uneconomical to Pursue | Uneconomical to pursue | Recovery cost exceeds the claim value - further collection activity would cost more than the debt is worth (small claims, remote jurisdictions, high legal fees relative to amount). |
Fallback code
Code | Description | When to use |
Other | Other reason | Any closure reason not covered by specific codes. Partners must provide a detailed comment explaining the closure reason. |
Deprecated close codes
Five close codes were deprecated in 2025 and replaced with more specific alternatives. These codes remain in the system for backward compatibility but cannot be selected for new closures.
Old Code | Replacement | Reason |
Credited | Paid | Ambiguous terminology |
Disputed | Disputed - Legal Action Declined by Client | Lacked specificity about client decision |
Given up | Pre-Legal Exhausted - No Payment | Unprofessional phrasing |
Pulled back | Withdrawn by Client | Unclear actor |
Stopped after pre-legal | Pre-Legal Exhausted - No Payment | Ambiguous outcome |
Impact on partner scoring
Close codes directly influence partner performance metrics in two ways:
Collection score calculation: Case never started and Case never started - Internal are excluded from collection score calculations because the partner never began collection work. All other codes count toward the partner's collection performance.
Case engagement multiplier: The following six codes are defined as validated decline codes and do not count against the partner's engagement multiplier: Case never started, Case never started - Internal, Invalid Case Data, Debtor Insolvent/Bankrupt, Debtor Untraceable, and Statute of Limitations Expired.
Client decision codes (Withdrawn by Client, Disputed - Legal Action Declined by Client, Settlement Rejected by Client, Unresponsive Client) currently count against partner scoring even though the closure is driven by client decisions, not partner performance.
When close codes are assigned
Automatic system assignment
Scenario | Code Assigned |
Partner declines case in PendingVerification | Case never started |
Admin closes case before partner engagement | Case never started - Internal |
Data validation fails | Invalid Case Data |
Payment fully covers debt (automatic closure) | Paid |
Manual partner selection
Collection partners can manually select close codes via the Partner Portal UI (available in case detail page under "Close Case" action) or via the Partner API.
Valid codes for manual selection: Paid, Partially paid, Debtor Insolvent/Bankrupt, Debtor Untraceable, Disputed - Legal Action Declined by Client, Withdrawn by Client, Pre-Legal Exhausted - No Payment, Statute of Limitations Expired, Settlement Rejected by Client, Unresponsive Client, Uneconomical to Pursue, Other.
Impact by actor
Client
Receives visibility of case closure and the reason code through the portal
Success codes (Paid, Partially paid) trigger payout distribution
Client decision codes reflect actions initiated by the client
Collection Partner
Selects close codes when manually closing cases
Partner decline codes protect against unfair scoring penalties
Success codes result in commission payout based on recovered amount
Where to find this in the platform
Clients: View case closure status and codes in the Cases list.
Collection Partners: Close cases and select codes from the Cases Received page by opening the case detail and using the "Close Case" action.