Goal

Submit a batch of cases to Debitura by emailing a case data file (CSV or Excel) together with an optional ZIP file containing your supporting documents. This method is ideal when you have 5 or more cases to submit at once, when you already keep case records in a spreadsheet, or when your cases have invoices and contracts that need to be attached.

Before you start

Make sure you have:

A Debitura client account (sign up at app.debitura.com/Onboarding if needed)
A signed Standard Debt Collection Agreement
Case information ready (debtor names, addresses, invoice numbers, amounts)
A spreadsheet application that can save CSV files (Excel, Google Sheets, etc.)
Your supporting documents, if you have them (see Step 4)

All cases must meet case eligibility requirements (minimum $100 USD, undisputed claims).

Step 1: Download the CSV template

Go to the CSV Import page in the Debitura portal and download the CSV template. You can also create your own CSV or Excel file, as long as it contains the fields below.

Step 2: Fill in your case data

Open the template in your spreadsheet application and add one row per case. The following fields are required (marked with *):

Field	Description	Example
InvoiceNumber*	Your unique reference number for the debt	INV-2024-001
DebtorName*	Full legal name of the debtor (company or person)	Acme Corp Ltd
Address*	Street address of the debtor	123 Main Street
PostalCode*	Postal/ZIP code	10001
City*	City name	New York
Country*	Country name	United States
InvoiceDate*	Date the original invoice was issued (YYYY-MM-DD)	2024-01-15
PrincipalAmount*	Amount owed (numbers only, no currency symbols)	5000
CurrencyCode*	Three-letter currency code	USD

These fields are optional but recommended:

Field	Description	Example
State	State or province	NY
Email	Debtor's email address	[email protected]
PhoneNumber	Debtor's phone number (include country code)	+1-555-123-4567
DueDate	Original payment due date (YYYY-MM-DD)	2024-02-15
DebtorContactPerson	Name of the contact person at a company debtor (B2B only)	Jane Smith

B2B cases: If your debtor is a company, you can include the name of a specific contact person using the DebtorContactPerson field. This helps the collection partner reach the right person at the debtor's organisation.

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

Example CSV content:

InvoiceNumber*,DebtorName*,Address*,PostalCode*,City*,State,Country*,Email,PhoneNumber,InvoiceDate*,DueDate,PrincipalAmount*,CurrencyCode*

2300,Debtor Name Inc,Debtor street 4,62000,Berlin,,Germany,[email protected],+4961343433,2024-01-22,2024-01-30,5000,USD

5310,Another Debtor Inc,Street 8,2700-125,Lisbon,Lisboa,Portugal,[email protected],+351533342,2023-12-01,2023-12-15,4000,EUR

Step 3: Save your file

Save your file as a CSV (Comma Separated Values) file. In Excel, choose "Save As" and select "CSV (Comma delimited)" as the file type. Excel files (XLS, XLSX) are also accepted.

Step 4: Prepare your ZIP file with documents

Supporting documents are sent as a single ZIP file alongside your case data file. Debitura uses AI to match each document to the right case.

Which documents you need

Documentation requirements depend on whether your debtor is B2B or B2C and on the claim value. The full thresholds are explained in the documents and evidence checklist. The short version:

B2C debtors (private individuals): Every case must include at least one supporting document (invoice, signed terms, or reminder letters already sent). Cases without documents are held for manual review and may take longer to process.
B2B debtors (companies): Documents are required when the claim is over $2,000 USD; cases over $10,000 USD must include a file. Complex claim types (anything other than unpaid invoices or loan repayments) require both a file and a description field regardless of value.

How to name your files

To help our AI system match documents to the correct cases, use clear naming conventions:

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

If you can't supply documents per case

For B2C batches where per-case documents aren't available upfront, ask Debitura support about the samples-first approach: a representative subset of cases is reviewed before the full batch is imported. This requires prior coordination, so email [email protected] first.

Step 5: Email everything to Debitura

Send an email to [email protected] with:

Your completed CSV or Excel file with case data (attached)
Your ZIP file with documents (attached, if you have documents)
A brief message stating you would like to import cases, plus any special instructions for document mapping

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 6: 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

Debitura will respond within 2 business days. 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
Each case is validated and assigned to a collection partner according to the standard workflow (automatic checks run approximately 1 hour after creation)

Common pitfalls

The six problems that actually stop an import:

Missing required fields: If your file is missing required fields (InvoiceNumber, DebtorName, Address, PostalCode, City, Country, InvoiceDate, PrincipalAmount, CurrencyCode), the import will fail. Double-check your file before sending.
Wrong or mixed date formats: Use YYYY-MM-DD format for all dates (e.g., 2024-01-15). Other formats may cause errors. Debitura's importer also detects when some rows use DD/MM/YYYY and others use MM/DD/YYYY (or any other mix) and rejects the file with an error. Normalise all dates to a single consistent format and re-upload.
Wrong CSV separator: Ensure your CSV uses commas as separators. If your spreadsheet uses semicolons (common in some European locales), re-save with comma separators.
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.

More tips

Currency: Use standard three-letter currency codes (USD, EUR, GBP, etc.). Do not include currency symbols in the amount field.
Special characters: If debtor names or addresses contain commas, wrap the entire field in double quotes in your CSV.
Large imports: For very large imports (hundreds of cases), contact Debitura to discuss the best approach.

Need help?

If your import fails validation or you receive errors, contact support at [email protected] with:

The error message or report you received
Your original files
A description of what you expected to happen

For more troubleshooting guidance, see:

How to create and submit a case - for submitting individual cases manually
How to upload documents to a case - for adding files to a single existing case
Integration options - compare bulk import with other methods like API and accounting integrations
Case eligibility - what types of debt Debitura accepts
Documents and evidence checklist - full B2B/B2C documentation thresholds

Developer Docs: Developers: Want to automate document uploads via API? See Developer Docs: Upload Documents.

Clients: How to submit cases in bulk (CSV + ZIP)