What It Is
The case lifecycle is a defined sequence of states that tracks each invoice from the moment it enters Debitura until it is closed. Cases progress through a sequence of states based on actions taken by Debitura, collection partners, and clients. The lifecycle ensures that every case receives proper verification, assignment, and collection handling before resolution.
For a general introduction to cases, see Cases in Debitura.
Why It Matters
Understanding the case lifecycle enables all parties to know what stage a case is in, what actions are available, and what happens next. Clients can monitor progress and respond to information requests. Collection partners can manage their workload and meet exclusivity obligations. Debitura can ensure quality control and proper partner matching. The lifecycle also determines when client-partner relationships are created and when the collection period begins.
All Lifecycle States
Debitura tracks cases using nine possible states. The table below lists each state and its meaning.
State | Description |
Pending Contract Signing | The client has not yet signed the required agreement. The case remains in this state until the contract is complete. |
Pending Verification Internal | An internal Debitura validation state. Every new case starts here. Debitura verifies debtor and creditor details, claim amounts, and documentation before releasing the case to a collection partner. Clients and partners see this as "Pending Verification." |
Pending Verification | The assigned collection partner reviews the case. The partner can accept, request more information, initiate a custom quote, or decline. |
Active | The partner has accepted the case and begun pre-legal collection. For cases under the Standard Debt Collection Agreement (SDCA), a 6-month exclusive collection period begins. |
Needs Additional Details | The partner requires more information from the client before proceeding. The case moves to Active or Closed once the client provides the requested details. |
Collecting Quotes | The case is distributed to the partner network for quotation. Multiple partners may submit quotes, or a single partner may submit a custom quote. |
Pending Quote Selection | At least one partner has submitted a quote. The client reviews the quotes and selects a partner. |
Paused | The partner has temporarily paused collection activity - typically through the monthly case update survey. The survey captures a structured pause reason and assigns a follow-up task to either the partner or the client, depending on who must act to unblock the case. The task deadline is 14 business days. Work can resume by moving the case back to Active, or the case can be closed. |
Closed | The case is resolved. The debt may have been paid, the partner may have declined further action, or legal options may have been exhausted. Debitura retains history for reporting. |
How It Works: The Three Flows
Every case follows one of three flows based on two factors: whether an exclusive pre-legal partner is assigned at creation, and what action that partner takes.
Flow A: Standard Pre-Legal with Exclusive Partner
This is the most common flow. An exclusive partner is assigned when the case is created based on matching criteria (jurisdiction, amount, debtor type). The case moves through verification, and the partner accepts or requests more information.
Lifecycle path:
Case created in Pending Verification Internal
Auto-validation runs after one hour (or manual validation by Debitura)
Case moves to Pending Verification
Partner reviews and either:
Accepts: Case moves to Active. The client-partner relationship is created. The 6-month exclusive collection period begins.
Requests more info: Case moves to Needs Additional Details. The client-partner relationship is created. The client provides additional information, and the case then moves to Active or Closed.
Declines: See Flow C (if network distribution is allowed) or case closes.
Flow B: Custom Quote (Exclusive Partner)
This flow applies when an exclusive partner wants to work on the case but cannot accept the standard collection terms. The partner initiates a custom quote to propose different pricing.
Lifecycle path:
Case created in Pending Verification Internal with an exclusive partner assigned
Case moves to Pending Verification after validation
Partner initiates custom quote
Case moves to Collecting Quotes (with exclusive quote type). The client-partner relationship is created at this point.
Partner submits custom quote
Case moves to Pending Quote Selection
Client accepts the quote: Case moves to Active
Flow C: Network Distribution (No Exclusive Partner)
This flow occurs when no exclusive partner matches the case criteria, or when the exclusive partner declines and the client allows network distribution.
Lifecycle path:
Case created with no partner assigned, or partner declines in Pending Verification
Case moves to Collecting Quotes (network type)
Multiple partners receive the case for quotation and may submit quotes. A client-partner relationship is created for each partner that submits a quote.
Case moves to Pending Quote Selection when the first quote arrives
Client selects a winning quote: The winning partner is assigned, and the case moves to Active
What to Expect
Validation typically completes within one hour (automatic) or one to two business days (manual review). Partner response times for accepting or quoting on cases vary. Clients receive notifications when their input is required (such as providing additional documentation) or when significant state changes occur. Partners manage their case queues through the partner portal and can view all cases in their assigned states.
Impact by Actor
Client
Sees case progress through the client portal at Cases.
May need to provide additional documentation if the case moves to Needs Additional Details.
Reviews and selects a partner quote when custom pricing or network distribution applies (Flow B or Flow C).
Receives notifications when case status changes or action is required.
Collection Partner
Reviews incoming cases in Pending Verification through the partner portal at Cases Received.
Decides to accept, request more info, initiate a custom quote, or decline.
Manages active cases and updates progress during the collection period.
May pause or close cases based on collection outcomes.
Debtor
Receives collection communications once the case reaches the Active state.
May negotiate payment or dispute the debt through the assigned collection partner.
Related Articles
Cases in Debitura - General introduction to cases
Case Stages: Pre-Legal vs Legal - Understanding pre-legal and legal collection phases
Collection Period & Exclusivity - The 6-month exclusive collection period
Custom Quotes - When standard terms do not apply
Standard Debt Collection Agreement (SDCA) - The legal framework for standard cases
Developer Docs: Developers integrating with Debitura can track case lifecycle changes programmatically. Learn more here