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Workflow: Case Creation

This guide provides a comprehensive overview of the case creation workflow in the Debitura Customer API, including best practices, validation rules, and advanced options.

Overview​

Case creation is the starting point for all debt collection activities in Debitura. Understanding the complete workflow helps you integrate smoothly and avoid common pitfalls.

Workflow Steps​

1. Data Preparation​

Before creating a case, gather and validate all required information:

Required Fields:

  • Debtor identification (name, CVR/CPR for Danish entities)
  • Contact information (email, phone, address)
  • Debt details (principal amount, currency, due date)
  • Invoice or claim reference

Optional Fields:

  • Case priority level
  • Division assignment
  • Collection partner preferences
  • Payment plan preferences
  • Interest and fee calculations
  • Custom metadata

2. Validation​

The API performs several validation checks:

  • Debtor validation: Valid CVR/CPR numbers, required contact information
  • Amount validation: Positive amounts, valid currency codes
  • Date validation: Due dates must be in the past
  • Business rules: Minimum claim amounts, geographic restrictions

3. Case Submission​

Submit the case via the API endpoint:

Endpoint: POST /api/cases

Request structure:

{
  "debtor": {
    "name": "Debtor name",
    "cvr": "12345678",
    "contactInfo": { /* ... */ }
  },
  "claim": {
    "principalAmount": 10000.00,
    "currency": "DKK",
    "invoiceNumber": "INV-123",
    "dueDate": "2024-01-15"
  },
  "options": {
    "priority": "normal",
    "divisionId": "uuid",
    "autoAssignPartner": true
  }
}

4. Processing​

Once submitted, Debitura processes the case:

  1. Initial validation: System validates all provided data
  2. Duplicate check: Checks for existing cases with same debtor/claim
  3. Credit check: Optional automatic credit assessment
  4. Partner assignment: Assigns to appropriate collection partner
  5. Status update: Case moves to active collection status

5. Confirmation​

The API returns confirmation with case details:

{
  "caseId": "uuid",
  "caseNumber": "DEB-2024-12345",
  "status": "Created",
  "assignedPartner": "Partner Name",
  "estimatedResolutionDate": "2024-06-15",
  "createdAt": "2024-01-02T10:30:00Z"
}

Case States​

Cases progress through several states:

  • Created: Initial state after submission
  • Validated: Passed all validation checks
  • Assigned: Assigned to collection partner
  • Active: Under active collection
  • On Hold: Temporarily paused
  • Resolved: Case completed (paid or closed)

Best Practices​

Data Quality​

  • Ensure debtor contact information is current and complete
  • Provide all available documentation upfront
  • Use consistent reference numbering
  • Include detailed claim descriptions

Error Handling​

  • Implement retry logic with exponential backoff
  • Store failed submissions for manual review
  • Monitor validation error patterns
  • Keep audit logs of all submissions

Batch Processing​

For multiple cases:

  • Use batch endpoints when available
  • Implement rate limiting
  • Process asynchronously where possible
  • Handle partial failures gracefully

Testing​

  • Test in sandbox environment first
  • Verify all edge cases
  • Test error scenarios
  • Validate webhook integration

Advanced Options​

Custom Workflows​

Configure custom case workflows:

  • Pre-collection reminders
  • Escalation rules
  • Custom approval workflows
  • Multi-division routing

Integration Points​

Key integration opportunities:

  • ERP system integration
  • Accounting software sync
  • Document management systems
  • CRM integration
  • Payment gateway connections

Automation​

Automate case creation from:

  • Overdue invoice detection
  • Payment reminder systems
  • Account reconciliation processes
  • Contract breach events

Error Codes​

Common errors and solutions:

  • INVALID_DEBTOR: Check debtor information format
  • DUPLICATE_CASE: Case already exists for this claim
  • AMOUNT_TOO_LOW: Principal amount below minimum threshold
  • INVALID_CURRENCY: Currency code not supported
  • DIVISION_NOT_FOUND: Division ID doesn't exist

Code Examples​

Node.js Example​

// Example: Create case with Node.js
const createCase = async (caseData) => {
  const response = await fetch('https://api.debitura.com/api/cases', {
    method: 'POST',
    headers: {
      'Authorization': `Bearer ${accessToken}`,
      'Content-Type': 'application/json'
    },
    body: JSON.stringify(caseData)
  });

  return response.json();
};

C# Example​

// Example: Create case with C#
public async Task<CaseResponse> CreateCase(CaseRequest request)
{
    using var client = new HttpClient();
    client.DefaultRequestHeaders.Authorization =
        new AuthenticationHeaderValue("Bearer", accessToken);

    var response = await client.PostAsJsonAsync(
        "https://api.debitura.com/api/cases",
        request
    );

    return await response.Content.ReadFromJsonAsync<CaseResponse>();
}

For complete API reference documentation, see the API Reference.