Goal
By the end of this guide, you will have a working Zap that automatically creates a case in Debitura when triggered by an event in another application (such as an overdue invoice in your invoicing software).
Prerequisites
An active Debitura account with a signed Standard Debt Collection Agreement
A Zapier account (free or paid)
Access to the application you want to connect (your trigger source)
Step 1: Generate an API key in Debitura
Log in to your Debitura account.
Go to the API Keys page.
Click Generate new key.
Copy the API key and store it securely. You will need it to connect Zapier.
For detailed instructions, see How to generate an API key.
Step 2: Add the Debitura app in Zapier
Log in to your Zapier account.
Go to the Debitura integration page in Zapier.
Click Connect Debitura to [your app] or start a new Zap manually.
When prompted, paste your Debitura API key to authenticate the connection.
Step 3: Set up your Zap
A Zap consists of a trigger (the event that starts the workflow) and an action (what happens in response).
Configure the trigger:
Choose your trigger app (for example, your invoicing software).
Select the trigger event (for example, "Invoice overdue" or "New unpaid invoice").
Connect and authenticate your trigger app if prompted.
Test the trigger to ensure Zapier can fetch sample data.
Configure the Debitura action:
Select Debitura as the action app.
Choose the action Create Case.
Map the required fields from your trigger data:
Currency Code - ISO 4217 code (for example, EUR, USD, GBP)
Invoice Date - The original invoice date
Amount to Recover - The total amount owed
Debtor Name - Company or individual name
Debtor Email - Contact email for the debtor
Debtor Address, City, Zip Code, Country - Full address details
Optionally add: your internal reference number, due date, and claim description.
Step 4: Test your Zap
Click Test action in Zapier.
Verify that a test case appears in your Debitura account under the Cases list.
If the test fails, check the error message and verify your field mappings.
Step 5: Turn on your Zap
Once testing succeeds, click Publish or Turn on Zap.
Your Zap is now active and will create cases automatically when the trigger fires.
Result
When your trigger event occurs (for example, an invoice becomes overdue), Zapier automatically creates a new debt collection case in Debitura. You will see the case in your Cases list with status "Pending Verification".
Monitoring your Zaps
Use Zapier's Task History to monitor your automated workflows:
View successful and failed tasks in the Zapier dashboard.
Set up Zapier notifications to alert you when a Zap fails.
Task limits and polling frequency depend on your Zapier subscription plan.
Important considerations
Polling frequency: Zapier checks for new trigger events at intervals based on your Zapier plan (typically every 1 to 15 minutes). Debitura does not push events to Zapier in real time.
Rate limits: The Debitura API allows up to 100 requests per minute. High-volume automations may need throttling on the Zapier side.
Data validation: Ensure debtor addresses include country codes (ISO Alpha-2 format). Missing or invalid data will cause case creation to fail.
Duplicate detection: If your trigger might fire multiple times for the same invoice, consider adding a filter in Zapier to prevent duplicate cases.
Developer Docs: Developers building custom integrations can find technical API details at Developer Docs: Authentication.