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How to enable automatic invoice migration in your accounting software

This feature helps automatically migrate your recurring and one-off invoices to Adfin as soon as a customer signs a direct debit mandate.

Chris Carty avatar
Written by Chris Carty
Updated this week

✅ What you’ll need before you start

  1. An active connection to Xero or QuickBooks in your Adfin account:

    1. You can get connected using the help guides below:

      1. Xero

      2. QuickBooks

💡 What is automatic invoice migration?

When enabled, each time a customer signs a direct debit mandate with Adfin, we'll automatically convert any existing unpaid and repeating invoices for the customer to the Adfin Auto Collect branding theme (Xero) / Term (QuickBooks) that you have configured.

Future direct debit payments for any migrated repeating invoices will then be automatically collected by Adfin.

⚙️ Step-by-step: turn on automatic invoice migration

1. Go to your accounting connector settings

  1. Log in to your Adfin Console.

  2. Navigate to Account > Payment Settings > Integrations.

  3. Locate your connected accounting software (Xero or QuickBooks).

  4. Click on the three dots > Manage connection

2. Enable the migration feature

  1. Navigate to the 'Enable automatic invoice migration' section.

  2. Toggle on.

  3. To save the changes, click 'Confirm details' in the bottom right corner.

📤 What happens next?

Once enabled, the migration process kicks off automatically when:

  1. A customer signs a direct debit mandate.

  2. The mandate becomes Active.

  3. Adfin checks if the customer is linked to your accounting software.

If so:

  • In your accounting software, recurring and active one-off invoices not already using the 'Adfin Auto Collect' branding theme / Term are migrated automatically.

  • You'll receive a notification once the migration completes.

    • 📩 Subject: Invoices successfully migrated to Adfin Auto Collect

  • A tag and activity log entry will be added to each customer record. See next section: How to check if it’s working.

🔍 How to check if it’s working

The customer will be auto-tagged in your 'Manage customers' dashboard to help you easily identify migrated accounts.

  1. Check the customer record for the tag: 😎 Auto-Migrated

  2. Filter by Tags or reference the 'TAGS' column.

  3. Look in the customer activity log for:

    1. Invoices migrated to Adfin collections in QuickBooks - [Invoice number], [Invoice number] and the recurring invoices link, link

⚠ If a customer wasn't synced from Xero or QuickBooks, their invoices won’t be migrated.

Related Articles
Getting started with direct debits
Connect your Xero account to Adfin
How do I switch from another provider?
Connect your QuickBooks account to Adfin
How do Xero branding themes affect invoice processing and customer notifications in Adfin?
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