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Workflow: Managing Partner Cases

Partner cases (also called "shadow clients") are a special case type where you submit cases on behalf of your own clients using Debitura's platform and infrastructure.

What are partner cases?​

Partner cases allow you to:

  • Submit your own collection cases to Debitura
  • Use Debitura's platform and services
  • Leverage Debitura's legal network
  • Maintain your client relationship
  • Earn revenue while providing expanded services

Partner case vs. assigned case​

Assigned cases (normal):

  • Debitura's client owns the case
  • Case assigned to you for collection
  • You earn commission on collection
  • Client relationship belongs to Debitura

Partner cases (shadow clients):

  • Your client owns the case
  • You submit case to Debitura
  • You remain the client's primary contact
  • You earn revenue share or pay service fees

Who can submit partner cases?​

Partner cases are available to:

  • Exclusive partners with approved shadow client provisions
  • Strategic partners with white-label agreements
  • Large collection agencies expanding service offerings
  • Law firms needing specialized collection services

Requirements:

  • Active partner agreement with shadow client clause
  • Approved partner case rate structure
  • Compliance with onboarding requirements
  • Minimum volume or performance thresholds

How partner cases work​

Case submission process​

  1. Your client needs collection - Client approaches you for debt collection
  2. You submit to Debitura - Enter case in partner portal
  3. Debitura processes case - Case managed through normal workflow
  4. Collection activities occur - Either you or Debitura's network handles collection
  5. Revenue share applied - Earnings split per agreement
  6. Client receives service - They see you as the provider

Revenue models​

Model 1: Service fee

  • You pay Debitura a fee per case or percentage
  • You keep the full collection commission
  • Example: Pay €50 per case + 20% of collected amount
  • You invoice your client for services

Model 2: Revenue share

  • Debitura handles collection
  • Revenue split according to agreement
  • Example: 60% to you, 40% to Debitura
  • Debitura manages the collection process

Model 3: Hybrid

  • Fixed fee plus percentage split
  • Combines benefits of both models
  • Example: €25 per case + 50/50 split on collected amount
  • Flexible based on case complexity

Your specific model is defined in your partner agreement.

Submitting partner cases​

Portal access​

Navigate to: Portal → Partner Cases → Submit New Case

Required information​

Client information:

  • Your client's company name
  • Contact person and details
  • Billing information
  • Industry and business type

Debtor information:

  • Name and contact details
  • Address(es)
  • Company information (if B2B)
  • Known payment history

Claim details:

  • Invoice number(s) and dates
  • Original claim amount
  • Interest and fees (if applicable)
  • Payment terms and due dates
  • Supporting documentation

Collection approach:

  • Preferred collection strategy
  • Escalation preferences
  • Communication requirements
  • Timeline expectations

Documentation requirements​

Upload:

  • Original invoice(s)
  • Contract or agreement
  • Delivery confirmation
  • Previous correspondence with debtor
  • Any other relevant evidence

Submission review​

After submission:

  • Debitura reviews within 24-48 hours
  • May request additional documentation
  • Case accepted or returned with feedback
  • You receive confirmation when approved

Managing partner cases in the portal​

Partner case dashboard​

Separate view for your shadow client cases:

  • All partner cases listed
  • Status and progress tracking
  • Financial summary
  • Performance metrics

Case tracking​

Monitor:

  • Case status - Current collection phase
  • Activities - Collection attempts and communications
  • Payments - Amounts collected
  • Timeline - Key dates and milestones
  • Assignments - Which partner is handling (if networked)

Communication flow​

With your client:

  • You maintain primary relationship
  • Provide updates based on case progress
  • Handle client questions and concerns
  • Invoice for services rendered

With Debitura:

  • Portal messaging for case questions
  • Coordination on collection strategy
  • Status updates from assigned collector
  • Financial reconciliation

With debtor:

  • Depending on model, either you or Debitura contacts debtor
  • Communication branded per agreement
  • Coordination to avoid duplicate outreach

Financial management for partner cases​

Revenue tracking​

Your partner case ledger shows:

  • Cases submitted
  • Fees owed to Debitura (if applicable)
  • Revenue earned from collections
  • Net balance after splits
  • Payment schedule

Invoicing your clients​

You invoice your clients based on:

  • Your service agreement with them
  • Collection success or fee structure
  • Value-added services provided
  • Your standard business terms

Debitura's involvement is typically transparent to your client.

Payments and settlements​

If you collect payment:

  • Receive payment from debtor
  • Pay Debitura's portion per agreement
  • Keep your portion
  • Report collection in portal

If Debitura or network collects:

  • Debitura receives payment
  • Revenue split calculated
  • Your portion credited to ledger
  • Paid out on regular schedule

Fee payment to Debitura​

If you owe fees to Debitura:

  • Fees calculated per case submitted
  • Billed monthly or per case
  • Deducted from ledger balance
  • Invoiced if ledger balance insufficient

Partner case workflows​

Simple collection (you handle)​

  1. Submit case to Debitura
  2. Pay service fee (if applicable)
  3. Conduct collection activities
  4. Update status in portal
  5. Record payments when received
  6. Remit Debitura's portion (if applicable)
  7. Close case when resolved

Network collection (Debitura handles)​

  1. Submit case to Debitura
  2. Case assigned to network partner
  3. Monitor progress in portal
  4. Receive status updates
  5. Payment collected by network
  6. Revenue split applied
  7. You receive your portion
  8. Update your client on outcome
  1. Case submitted for standard collection
  2. Collection efforts unsuccessful
  3. Request legal escalation
  4. Legal partner assigned
  5. Additional fees may apply
  6. Court proceedings initiated
  7. Revenue split adjusted for legal work
  8. Final resolution and settlement

Best practices for partner cases​

Case selection​

Submit partner cases that:

  • Meet Debitura's acceptance criteria
  • Have strong documentation
  • Fit within your revenue model
  • Are appropriate for your client's expectations

Avoid submitting:

  • Cases with weak documentation
  • Very small claims (unless volume justifies)
  • Cases likely to be disputed
  • Claims outside legal parameters

Documentation quality​

Ensure high-quality documentation:

  • Clear, legible invoices
  • Complete debtor information
  • Evidence of debt validity
  • Proper authorization to collect

Better documentation = higher collection success.

Client relationship management​

Set expectations with your client:

  • Explain the collection process
  • Provide realistic timeline
  • Clarify success probabilities
  • Define communication frequency

Maintain transparency:

  • Share progress regularly
  • Report both successes and challenges
  • Explain delays or obstacles
  • Celebrate wins together

Performance monitoring​

Track your partner case performance:

  • Submission quality - Acceptance rate
  • Collection success - Recovery rate
  • Timeline - Average days to collect
  • Profitability - Net revenue after fees
  • Client satisfaction - Repeat business

Use metrics to:

  • Improve case selection
  • Enhance documentation
  • Refine pricing
  • Grow the service

Partner case policies​

Acceptance criteria​

Debitura may reject cases that:

  • Lack proper documentation
  • Have jurisdictional issues
  • Are too small or too complex
  • Violate regulations
  • Present ethical concerns

Compliance requirements​

Partner cases must comply with:

  • Consumer protection laws
  • Data privacy regulations (GDPR, etc.)
  • Collection industry standards
  • Debitura's ethical guidelines
  • Your partner agreement terms

Dispute resolution​

If your client's debtor disputes the claim:

  • Gather additional evidence
  • Coordinate with your client
  • Provide documentation to Debitura
  • Follow dispute resolution process
  • May require legal review

Case returns​

You may return a case to your client if:

  • Debtor successfully disputes claim
  • Case becomes uncollectible
  • Client requests return
  • Collection cost exceeds value

Process:

  1. Update case status to "Return requested"
  2. Provide explanation and documentation
  3. Debitura reviews and approves
  4. Case closed in system
  5. Financial settlement if needed

Scaling your partner case business​

Growing volume​

As you build success:

  • Submit more cases from existing clients
  • Onboard new clients for collection services
  • Expand service offerings
  • Develop specialized niches

Operational efficiency​

Improve efficiency by:

  • Streamlining case submission process
  • Using templates for common case types
  • Batching submissions
  • Automating documentation (when API available)

Client acquisition​

Grow your client base:

  • Market collection services to your network
  • Offer as value-add to existing services
  • Build expertise in specific industries
  • Leverage Debitura's capabilities as differentiator

Partnership development​

Strengthen partnership with Debitura:

  • Maintain high submission quality
  • Meet compliance requirements
  • Grow case volume
  • Provide feedback for improvement
  • Explore new collaboration opportunities

API integration (coming soon)​

Future API access will enable:

  • Automated case submission
  • Real-time status synchronization
  • Payment notification webhooks
  • Integrated reporting
  • Bulk operations

This will dramatically improve efficiency for high-volume partners.

Next steps​

Related workflows: