GoCardless - Collecting Payments

** You can only connect your GoCardless account to one organisation. (Example you cannot connect your GoCardless account to both MagManager and  GoCardless for Xero at the same time). **

There are 4 ways you can collect payments from your client using the GoCardless integration:

1 - Clients with a Direct Debit Mandate Set Up & Automatic Payment Switched On

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(How to set up a client direct debit mandate)

When 'Automatically Request Payments On Invoice Creation' is ticked in MagManager GoCardless settings. 

Any invoices raised will be sent for immediate payment > The collection date will appear in the GoCardless field on the invoice tab

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Once the payment is made (but funds not yet paid out) the red X will change to an amber tick.  This will change to a green tick and Paid Out will appear in the GoCardless field, once you receive funds from GoCardless

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2 - Clients with a Direct Debit Mandate Set Up & Automatic Payment Switched OFF

When 'Automatically Request Payments On Invoice Creation' is off in MagManager GoCardless settings. 

Any invoices raised will NOT be sent for immediate payment > 'Request Payment' will appear in the GoCardless field on the invoice tab

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To request payment of an individual invoice

Click the Request Payment button > Enter a payment date > Click Request Payment.

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To request payment for a batch of invoices

Go to the main invoicing screen > Select the publications & Issue from the side bar > Select Invoices By Date Tab > Turn on the GoCardless Setting > Invoices displaying 'Request Payment' will be automatically selected, adjust as necessary > Click the blue 'Request Payment' button > Enter a payment date > Click Request Payment

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If the date you entered is too soon, the next available date will appear in the GoCardless field

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One the payment is made (but funds not yet paid out) the red X will change to an amber tick.  This will change to a green tick and Paid Out will appear in the GoCardless field, once you receive funds from GoCardless

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NOTE: The 'Paid Out' status will only appear when viewing invoices on the main Invoicing Screen, not on the client record Invoices tab.

 

3 - Single Instant Payment Link On Invoice

You send the client an invoice with the GoCardless 'Single Payment Link', the client clicks the link to pay. 

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On the client invoices tab the Invoice shows as paid

Click on the green tick in the paid column to see the payment details

4 - Instant Pay & Continuing Direct Debit Link On Invoice

You send the client an invoice with the GoCardless 'Pay and DD Mandate Link', the client clicks the link to pay the current invoice and set up a continuing direct debit mandate.

On the client Invoices tab, the GoCardless field will update to read 'Invoice Payment Link Used' and the Paid column will display an amber tick - this indicates the invoice is paid with payment from GoCardless pending.

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As the client has set up a continuing direct debit.  The next time you raise an invoice for the client, depending on your GoCardless setting, the invoice will either go for immediate collection on the next available date see 1 - Clients with a Direct Debit Mandate Set Up & Automatic Payment Switched On  or the GoCardless field will display Request Payment and you can manually select the payment date see 2 - Clients with a Direct Debit Mandate Set Up & Automatic Payment Switched OFF.

 

 

Overview of The GoCardless Statuses:

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Request Payment - will appear if the 'Automatically Request Payments On Invoice Creation' is off in GoCardless settings.

To request payment > Click click the 'Request Payment' button > Enter a payment date > Click 'Request Payment'

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If the date you selected is too soon, the earliest payment date will appear in the GoCardless field.

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Payment Date - will automatically appear when an invoice is created if the 'Automatically Request Paments On Invoice Creation' is switched on in GoCardless Settings.

Warning Triangle Request Payment - will appear if a payment has failed.

To resubmit payment request > Click the Request Payment button > Enter a payment date > Click 'Request Payment'.  You will want to check the client has the funds to pay.

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Payment Date with an Amber Tick in the Paid Field - indicates that payment has been made but the funds have not yet been paid out

Paid out with a Green Tick in the Paid Field - indicates that the invoice has been paid and the funds paid out by GoCardless.

 

How to Link Gocardless to MagManager is covered here

How to set up a client direct debit mandate is covered here.

How to cancel an invoice and direct debit instruction is covered here.

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