Goal
Submit a batch of cases to Debitura using a CSV file when you have multiple debts to collect. This method is ideal when you have 5 or more cases to submit at once, or when you maintain case records in a spreadsheet already.
Prerequisites
Before starting, 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.)
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. Download the CSV template from this page.
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 |
Debtor's email address | ||
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.
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 as CSV
Save your file as a CSV (Comma Separated Values) file. In Excel, choose "Save As" and select "CSV (Comma delimited)" as the file type.
Step 4: Email to Debitura
Send an email to [email protected] with:
Your completed CSV file attached
A brief message stating you would like to import cases
Any ZIP file with supporting documents (optional)
Documents to include with your CSV
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 attach documents: Send a ZIP file alongside your CSV. Use the case identifier (for example, InvoiceNumber) in each filename so Debitura can match documents to cases automatically.
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: Wait for processing
Debitura will process your import and respond within 2 business days. You will receive confirmation once the import is complete.
Result
After processing, your imported cases will appear in your Cases list. Each case will be validated and assigned to a collection partner according to the standard workflow.
Edge cases and tips
File format issues: Ensure your CSV uses commas as separators. If your spreadsheet uses semicolons (common in some European locales), re-save with comma separators.
Date format: Use YYYY-MM-DD format for all dates (e.g., 2024-01-15). Other formats may cause errors.
Mixed date formats are blocked. Debitura's importer 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 (YYYY-MM-DD is recommended) and re-upload.
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.
Supporting documents: If you have invoices or contracts for your cases, include them as a ZIP file. Debitura can use AI to match documents to cases automatically.
Large imports: For very large imports (hundreds of cases), contact Debitura to discuss the best approach.
Related
How to create and submit a case - for submitting individual cases manually
Integration options - compare CSV 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