Every month you fill in a case update for each active case you are working, telling us what you did and what came in. If your own system already records that, you can send us the data instead and we will stop sending you the monthly updates.

There are three steps:

The switch applies to your whole account, not to individual cases.

After the switch, you complete one update per case near the end of the exclusive collection period, and only if the case is still open. That one matters: it is where you tell your client whether to continue, escalate to legal, extend the period, or close the case.

Two kinds of data:

We need both. Because the switch covers your whole account, a feed with only payments, or only activity, is not enough: we would stop asking for updates we are not getting from anywhere else. If you can only produce one of the two today, tell us anyway and we will look at it with you.

You do not need to categorise or tag any of it. If your system produces a line that reads "Letter 2 sent - no response", send it exactly like that. Free wording in your own columns is fine - it is the file format that has to be one we can read, not the words inside it.

Both work equally well. Pick whichever suits your system: sending files needs no development work at your end.

Files. You export from your system whenever it suits you, weekly or monthly, and send the file to us. We match your columns to ours once, at the start, and after that it runs on its own.

API. If you have a developer, they can send payments and activity to us as things happen. There is a non-technical overview in Collection Partner API and integration overview. If your developer wants the technical detail, see Developer Docs: Automating Case Updates.

We import Excel and CSV files. That includes legacy .xls exports from older systems, modern .xlsx, and plain .csv. We write the mapping from your columns to ours at our end, so you do not have to change your system, rename anything, or build an export just for us.

Scanned documents and PDF reports cannot be imported. If a PDF is the only thing your system can produce, tell us anyway and we will look at another route with you - but do not plan around us reading it.

If you are not sure whether your export counts as Excel or CSV, send us a sample and we will tell you.

This is the part that decides whether your first file works.

Every row you send has to say which Debitura case it belongs to. If we cannot match the reference on a row to a case, that row is not imported, and nothing from it reaches the case.

There are two ways to get this right:

Either is fine. What does not work is a row with no reference, an ID from your own system that you have never given us, or a filler value.

If you are already working cases for us, some of them may have no reference saved yet. We check that on your first file and tell you exactly which ones need it.

See How to assign and use your own case reference.

Sending data replaces the routine reporting, not the decisions. These stay in the portal:

Each of these has a real consequence for your client, so we ask you to make each one deliberately in the portal rather than have us infer it from a file.

Switching over stops new monthly case updates being created. It does not clear the ones already open against your cases.

Those stay open until they are either answered in the portal or closed by us, and while they are open the case keeps its red overdue day counter. That counter shows how many days the update is past its due date, so it keeps climbing even after your data starts arriving. Sending a note or an activity row does not answer an open case update, because the two are separate things: the note records what you did on the case, the case update is a task assigned to you.

This catches people out, so to be clear: if you have started sending data and the red counters have not moved, that is expected and it is not something you have done wrong.

We clear the already-open updates for you as part of the switch. If you have switched over and still see them after a few days, message us and we will close them out.

Switching over costs you nothing on your quality score.

Your SLA score is measured across the task types you actually receive. Once monthly case updates stop reaching you, they are left out of the calculation rather than counted as missed. You are scored on case verification and chat replies, which are the tasks you still get.

The one exception is the update near the end of the collection period: when one of those lands in your scoring window, it is scored like any other task, so it is the one update that still counts.

See Performance scoring and quality expectations.

Email [email protected] and tell us two things: which system you use, and what you can export from it.

If you have a sample export, attach it. An old one is fine, and please send it unedited: we need to see exactly what your system produces, not a tidied-up version. That is usually enough for us to tell you within a day or two whether it will work as it is.

After that it is one short call, we write the mapping, you send a first real file, and we check it together before anything is switched off.

Keep submitting your monthly updates as usual until the switch happens. See How to provide monthly case updates.