Prerequisite to this guide: You have started the direct debit mandate migration process (see this guide).
This guide covers:
Tidying up your data with your old provider
Preparing your Adfin account for the data import
Notifying customers about the change
What happens on the change date
Reviewing and merging your customers
Invoice migration
1. Tidying up your data with your old provider
Once your migration and change date are confirmed, your mandate data is securely shared with Adfin.
This typically happens one week before the scheduled change date.
You should complete the following steps with your old provider before the data is shared.
Cancel and delete any mandates that are no longer needed, e.g. where you have disengaged with a client
Cancel and delete any duplicate mandates, e.g. where a client has two mandates and only uses one
Ensure that company names are in sync with names on Xero / QuickBooks
2. Preparing your Adfin account for the data import
Your incoming mandates will automatically map to Adfin customers.
If you’re using Xero or QuickBooks with Adfin, you should import all of your relevant customers to Adfin one week before the change date.
3. Notifying customers about the change
Adfin directly notifies your customers about the change, see example text below.
Example email text
We are changing our payment processor for direct debit payments. You don't need to take any action and this change will not affect your service in any way.
From 1st September, direct debit payments will appear on your bank statement as Your business name / Adfin.
All payments will continue to be covered by the Direct Debit Guarantee, and you’ll always receive at least three working days notice before your account is debited.
Optionally, you can also send your clients a heads up about the change before we send the emails.
4. What happens on the change date
On the change date, you'll see your mandates appear in Adfin. These are auto-matched to customers based on:
A customer name exactly matching
A primary contact name exactly matching
An email exactly matching to a single Adfin record
If we cannot match the mandate one-to-one to an existing customer, we’ll create a new customer. This new customer will be pushed to your accounting software.
In cases where a customer has duplicate mandates, only a single mandate will be linked and the other will trigger the creation of a new customer.
We automatically add a tag to any customers with an imported mandate so it is easy to track:
Where a mandate has been matched to an existing customer, we apply the tag “DD Mig - Existing Customer”
Where a mandate triggers the creation of a new customer, we apply the tag “DD Mig - New Customer”
5. Reviewing and merging your customers
After the migration, you should review your customers and check they are linked to the correct Xero or QuickBooks customer record.
To do this:
First filter on “DD Mig - New Customer” - these may not be linked to an existing Xero / QuickBooks customer and may need to be merged.
To merge customers, select the relevant customers using the tick box next to their name and click the merge customer in the bottom tray
You'll be able to review their details and choose which components of the customer record you'd like to retain (e.g. the Xero link or mandate)
6. Using invoice migration to move Xero / QuickBooks invoice to collect using Adfin
Use automatic invoice migration to automatically convert invoices on Xero / QuickBooks to be collected by Adfin.
This saves you time on manually switching invoice branding themes (Xero) / invoice terms (QuickBooks) and is managed in your integration configuration settings.