Clients: How to upload cases via ZIP file (documents + mapping)

Goal

Submit a batch of cases with supporting documents by emailing a CSV or Excel file (with case data) and a ZIP file (with documents) to Debitura support. Debitura will process your submission, map documents to cases using AI, and create your cases in the platform.

Before You Start

Make sure you have:

A CSV or Excel file containing your case data (see required fields below)
A ZIP file containing your supporting documents (optional but recommended for claims over $2,000 USD)

For details on which documents are required based on claim value, see the documents and evidence checklist.

Step 1: Prepare your case data file

Download the CSV template from the Debitura portal, or create your own CSV or Excel file with your case information. The following fields are required (marked with *):

Field	Required	Example
InvoiceNumber	Yes*	2300
DebtorName	Yes*	Debtor Name Inc
Address	Yes*	Debtor street 4
PostalCode	Yes*	62000
City	Yes*	Berlin
Country	Yes*	Germany
InvoiceDate	Yes*	2024-01-22
PrincipalAmount	Yes*	5000
CurrencyCode	Yes*	USD
State	No	Bavaria
Email	No	[email protected]
PhoneNumber	No	+4961343433
DueDate	No	2024-01-30

For a complete list of fields, see required case information.

Step 2: Prepare your ZIP file with documents

Create a ZIP archive containing your supporting documents. To help our AI system match documents to the correct cases, use clear naming conventions:

Recommended naming patterns:

Include the invoice number in the file name (e.g., INV-2300-contract.pdf)
Organize files into folders named after case references (e.g., folder INV2300/ contains all documents for case INV2300)
Include the debtor company name in file names if it matches your case data

Example folder structure:

documents.zip

INV2300/

contract.pdf

invoice.pdf

INV5310/

invoice.pdf

delivery-note.pdf

File requirements:

Each file must be under 25MB
Accepted formats: PDF, DOC, DOCX, XLS, XLSX, JPG, JPEG, PNG, TXT

Step 3: Send your files to Debitura

Email your prepared files to [email protected] with:

Your CSV or Excel file with case data (attached)
Your ZIP file with documents (attached)
Any special instructions for document mapping (in the email body)

Example mapping instructions you can include:

"Files in folder INV001 belong to case INV001"
"File names start with INV-YYYY-NNNNN where NNNNN is the case reference"
"File names contain the company name; please match to debtor in cases"

Step 4: Wait for processing

After you send your email, Debitura will:

Validate your case data and check for required fields
Use AI to analyze your ZIP file and propose document-to-case mappings
Review the mappings and process valid files
Create your cases and attach the matched documents

You will receive a confirmation email once processing is complete, including a report of any files that could not be mapped.

Result

After successful processing:

Your cases appear in your Cases list
Documents are attached to their corresponding cases
Cases proceed through validation (automatic checks run approximately 1 hour after creation)

Common Pitfalls

Missing required fields

If your CSV is missing required fields (InvoiceNumber, DebtorName, Address, PostalCode, City, Country, InvoiceDate, PrincipalAmount, CurrencyCode), the import will fail. Double-check your file before sending.

Documents not matched to cases

If files have generic names (e.g., document1.pdf), the AI may not be able to match them to cases. Use descriptive file names that include case references, invoice numbers, or debtor names.

File size too large

Individual files over 25MB cannot be processed. Compress large PDFs or split documents into smaller parts.

Invalid file types

Only the following formats are accepted: PDF, DOC, DOCX, XLS, XLSX, JPG, JPEG, PNG, TXT. Convert unsupported formats before including them in your ZIP.