Here’s a step-by-step overview of the process:
1. Create your customers on Adfin by:
Importing your customers from your Accounting Software.
Creating customers manually in our Console
2. Pause uploading invoices or importing invoices to Adfin for customers during the migration process.
You should ensure that invoices are not imported from your Accounting Software during the process - either by disconnecting it or ensuring invoices are not on Adfin branding themes (Xero) / custom terms (QuickBooks).
3. Send an email to your customers notifying them that you will be moving to a new direct debit provider and asking them to complete the new mandate - here’s an example template you can use:
“Hi Jane, We’re switching our direct debit provider from [provider name] to Adfin. Please expect an email from Adfin with a new mandate to complete later today. Once you’ve completed the new mandate, we’ll cancel your previous mandate, no payments will be taken under the new mandate until we have done this. Please let us know if you have any questions or concerns.”
4. Send your customers mandates from the Adfin console
From the Adfin Console customer view, send your customers direct debit mandates
You can bulk send mandates by holding shift and clicking the selection boxes
Here you can also add a custom message for your customer which will be sent with the mandate request
Once completed by the customer, the status of the mandate in Adfin’s customer view will change to “Signed” - before we can schedule payment, we need a message back from their bank confirming the mandate ID, this typically takes 3 workings days
5. Cancel your customers’ mandates with your old provider
Cancel mandates with your old provider for any customers who have completed their mandate with Adfin
6. Collect payment using Adfin for customers with an active mandate
If you disconnected your Accounting Software, you should now reconnect via the Adfin Settings > Integrations page, and start marking invoices as “approved” so they are imported to Adfin. Adfin will automatically schedule payments for these - you don’t need to do anything else.
If you are connected using an Accounting Software, you should ensure the invoices you wish to collect using Adfin are configured on an Adfin Auto Collect branding theme (Xero) or invoice terms (QuickBooks).
If you are using Adfin’s invoice upload or invoice creation, simply send the invoice from Adfin and we will schedule it for collection.