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Workflow: Payments and Ledger

Understanding how payments flow through the system and how your partner balance works is essential for financial management and reconciliation.

How payments work​

Payment flow overview​

  1. Debtor pays - Payment received from debtor (by you or Debitura)
  2. Payment recorded - Transaction logged in the system
  3. Client credited - Payment allocated to client's case
  4. Commission calculated - Your earnings determined based on agreement
  5. Ledger updated - Your partner balance adjusted
  6. Payout processed - Periodic settlement of your balance

Who receives payments?​

Payments can be received by:

  • You (the partner) - Debtor pays directly to your account
  • Debitura - Debtor pays directly to Debitura's account
  • Court/bailiff - In legal proceedings, court handles collection

Regardless of who receives the payment, you must record it in the portal.

Recording payments in the portal​

Step-by-step: Recording a payment​

  1. Navigate to the case details page
  2. Click "Record Payment" button
  3. Enter payment details:
    • Amount - Payment amount received
    • Payment date - When payment was received
    • Payment method - How debtor paid (bank transfer, cash, card, etc.)
    • Reference - Transaction reference or receipt number
    • Received by - Who received the payment (you or Debitura)
    • Notes - Any relevant context
  4. Upload proof of payment (bank statement, receipt, etc.)
  5. Click "Submit Payment"

Payment verification​

After submission:

  • Payment enters "Pending Verification" status
  • Debitura finance team reviews within 1-2 business days
  • You receive confirmation when verified
  • Payment appears in case ledger and your partner balance

Payment allocation​

Payments are allocated in this order:

  1. Collection costs - Fees incurred during collection
  2. Interest - Accrued interest on the claim
  3. Principal - Original claim amount
  4. Partner commission - Your earnings (if you received payment)

Partial payments​

If debtor pays only part of the claim:

  • Record the partial amount received
  • System allocates per priority above
  • Case remains active until fully paid
  • Track multiple payments per case

Understanding the partner ledger​

Your partner ledger is your financial account with Debitura, tracking money owed to you or by you.

Ledger transactions​

Credits (money owed to you):

  • Commission on payments you collected
  • Success fees for closed cases
  • Bonuses or incentives

Debits (money you owe):

  • Payments received on behalf of client (if you collected full amount)
  • Service fees or charges
  • Adjustments or corrections

Ledger balance​

Your current balance shows:

  • Positive balance - Debitura owes you money (payout pending)
  • Negative balance - You owe Debitura money (remittance due)
  • Zero balance - All reconciled

Viewing your ledger​

Access via Portal → Financial → Partner Ledger:

  • Transaction history
  • Current balance
  • Pending settlements
  • Payment schedules
  • Export to CSV/Excel for accounting

Commission structure​

Your earnings depend on your partner agreement terms.

Common commission models​

Fixed percentage:

  • You earn X% of amounts collected
  • Example: 30% commission → You collect €1,000 → You earn €300
  • Percentage may vary by case type or value

Tiered structure:

  • Commission rate increases with performance
  • Example: 25% for first €10,000, 30% for next €10,000, etc.

Hybrid model:

  • Fixed fee plus percentage
  • Example: €50 per case + 20% of collected amount

Success fee:

  • One-time payment for case resolution
  • May be in addition to percentage commission

Commission calculation timing​

Commissions are typically calculated:

  • On payment receipt - Immediately when payment recorded
  • On verification - After payment confirmed by Debitura
  • On settlement - When client receives their portion

Commission adjustments​

Adjustments may occur for:

  • Payment disputes or chargebacks
  • Cases returned to client
  • Corrections to recorded amounts
  • Client-approved bonus or penalty

Payment reconciliation​

Monthly reconciliation process​

  1. Review ledger - Check all transactions for the month
  2. Verify commissions - Confirm earnings match expectations
  3. Check payouts - Ensure scheduled payments processed
  4. Report discrepancies - Contact finance team with questions
  5. Download statements - Export for your accounting records

Handling discrepancies​

If you notice an error:

  1. Gather supporting documentation (receipts, bank statements)
  2. Submit a support ticket with details
  3. Include case number, payment date, and expected vs. actual amounts
  4. Finance team investigates within 5 business days
  5. Correction processed if error confirmed

Best practices​

  • Record payments within 24 hours of receipt
  • Always attach proof of payment
  • Keep separate records in your accounting system
  • Reconcile monthly before month-end
  • Report issues promptly

Payouts and settlements​

When do you receive money?​

If you collected payment:

  • You keep your commission immediately
  • Remit client's portion to Debitura per agreement
  • Typically monthly settlement cycle

If Debitura collected payment:

  • Your commission credited to ledger
  • Paid out on regular schedule (monthly, bi-weekly, etc.)
  • Per terms in partner agreement

Payout methods​

  • Bank transfer - Direct deposit to your account (most common)
  • Wire transfer - For international partners
  • Check - Available upon request (slower)

Payout schedule​

Standard payout timing:

  • Monthly partners - Paid within 10 days of month-end
  • Bi-weekly partners - Paid on 1st and 15th of month
  • On-demand - Available for high-volume partners (min. balance required)

Minimum payout threshold​

Some agreements have minimum payout amounts:

  • Example: €500 minimum balance required for payout
  • Balance below threshold carries to next period
  • Prevents small transaction fees

Remittance (when you collect payment)​

If you collect the full payment from debtor:

Step 1: Record the payment​

  • Enter payment in portal immediately
  • Include full amount received

Step 2: Calculate client portion​

  • System calculates what belongs to client
  • Deducts your commission and agreed fees
  • Shows amount you need to remit

Step 3: Submit remittance​

  • Transfer client portion to Debitura
  • Use provided bank details
  • Include reference number
  • Record transfer date in portal

Step 4: Verification​

  • Debitura confirms receipt
  • Case marked as settled
  • Ledger updated to reflect remittance

Remittance timing​

Per your partner agreement (typically):

  • Within 5 business days of collecting payment
  • Monthly batch remittance for multiple payments
  • Immediate for high-value cases (over threshold)

Payment methods and handling​

Accepted payment methods from debtors​

  • Bank transfer - Preferred method (clear audit trail)
  • Cash - Accepted but requires careful documentation
  • Card payments - Via payment gateway (if available)
  • Check - Accept with caution (clearing time)
  • Payment plan - Installments over time

Cash handling guidelines​

If accepting cash:

  • Provide receipt to debtor immediately
  • Deposit to bank within 24 hours
  • Upload deposit slip as proof
  • Never hold cash longer than necessary
  • Follow anti-money laundering requirements

Payment plan tracking​

For installment arrangements:

  • Record each payment as received
  • Track against agreed schedule
  • Alert client if debtor misses payment
  • Update case status if plan breaks down

Financial reporting​

Available reports​

  • Earnings summary - Total commissions by period
  • Payment collection report - All payments recorded
  • Ledger statement - Complete transaction history
  • Case-level financials - Earnings per case
  • Tax documentation - Annual statements for tax filing

Export options​

  • PDF for viewing/printing
  • CSV/Excel for analysis
  • Integration with accounting software (coming soon)

Tax considerations​

  • You are responsible for tax reporting on commission income
  • Debitura provides annual earning statements
  • Consult your tax advisor for proper reporting
  • Keep detailed records of all transactions

Troubleshooting financial issues​

Payment not showing in ledger​

  • Allow 1-2 business days for verification
  • Check "Pending Verification" status
  • Verify you uploaded proof of payment
  • Contact support if delayed beyond 2 days

Commission amount seems incorrect​

  • Review commission rate in your agreement
  • Check payment allocation order (costs, interest, principal)
  • Verify case-specific terms (may differ from standard rate)
  • Submit ticket with calculation details

Payout not received​

  • Confirm payout date per schedule
  • Check bank details on file are correct
  • Verify minimum threshold met
  • Allow 3-5 business days for bank processing
  • Contact finance team if overdue

Discrepancy in case balance​

  • Review complete payment history for case
  • Check for adjustments or corrections
  • Verify partial payments allocated correctly
  • Request case audit if unclear

Next steps​

Related workflows: