Before you start, you'll need an active connection to Xero or QuickBooks. See Connect your Xero account to Adfin or Connect your QuickBooks account to Adfin.
When your customer signs a direct debit mandate with Adfin, we automatically update their invoices in Xero or QuickBooks to use Adfin for payment collection.
What is automatic invoice migration?
When enabled, each time a customer signs a direct debit mandate, Adfin automatically converts their open unpaid and repeating invoices to the Adfin Auto Collect branding theme (Xero) or Term (QuickBooks) you've configured. Future direct debit payments for migrated recurring invoices are then collected automatically by Adfin.
If you want to create recurring invoices directly in Adfin instead, see Create recurring invoices.
How to enable automatic invoice migration
Step 1: Go to your accounting connector settings
Log in to your Adfin Console.
Navigate to Settings > Integrations.
Locate your connected accounting software (Xero or QuickBooks).
Click the three dots > Manage connection.
Step 2: Enable the migration feature
Navigate to the Enable automatic invoice migration section.
Toggle it on. You can choose whether to migrate all draft and unpaid invoices for a customer, only their future recurring invoices, or both.
Click Confirm details in the bottom right to save.
What happens next?
Once enabled, the migration kicks off automatically when a customer signs a direct debit mandate and it becomes Active. Adfin checks whether the customer is linked to your accounting software.
If the link exists:
Recurring and active one-off invoices not already on the Adfin Auto Collect theme or Term are migrated automatically.
You'll receive a notification email with the subject: Invoices successfully migrated to Adfin Auto Collect.
A tag and activity log entry are added to the customer record.
If a customer wasn't imported from Xero or QuickBooks, their invoices won't be migrated.
How to check if it's working
Migrated customers are auto-tagged in your Customers view.
Check the customer record for the tag
Auto-Migrated.
Filter by Tags or check the Tags column to see all migrated accounts.
Check the customer activity log for:
Recurring invoices migrated to Adfin collections in Xero
Why did invoices move to direct debit collection on their own?
When a customer signs a direct debit mandate, automatic invoice migration moves their open invoices to Auto Collect, so they're collected by direct debit instead of being chased for payment. If that took you by surprise, it's a setting you control.
What it does. With the setting on, signing a mandate migrates the customer's invoices based on the scope you've chosen. The standard setup migrates future recurring invoices only, so a new mandate affects what's billed from then on, not what's already owed.
You can also include the customer's draft and unpaid invoices, but be careful switching that on: it means Adfin will collect their outstanding balance by direct debit once they sign. Make sure that's what you and your customer expect before widening the scope.
Where to control it. Go to Settings > Integrations, open your accounting connection via the three dots > Manage connection, and find "Enable automatic invoice migration".
Switching it off stops future migrations. Invoices that have already moved stay on Auto Collect; if a collection is coming up that you don't want, pause it or change that invoice's collection method from the customer's record.
The reverse case: if an invoice you expected to migrate didn't, check three things. The customer is linked to your accounting software, the invoice was in draft or awaiting payment, and there's no duplicate of the customer in Adfin. A duplicate is the common culprit: the mandate sits on one record while the invoices import against the other. Merge the duplicates, then update the recurring invoice templates in Xero yourself, as the migration won't re-trigger after a merge. You can always switch an individual invoice over manually too.