To use Adfin for direct debit, your customers need to sign a new direct debit mandate, issued by us. We make this as seamless as possible and if you need assistance, we’ll be available to help.

Here’s a step-by-step overview of the process:

1. Create your customers on Adfin by:

• Importing your customers from Xero.
• Creating customers manually in our Console

2. Pause uploading invoices or importing invoices to Adfin for customers during the migration process.

• If you are integrated to Xero, Adfin will automatically import any invoices marked as “approved” - to avoid this you should either disconnect Xero during the process, by going to Settings > Integrations and clicking “Disconnect”, or ensure that you do not mark any invoices as “approved” in Xero
  • You can keep Xero connected and continue to use “approve and send” with your old provider during the migration - Adfin will not import these. It’s just “approved” which will sync invoices to Adfin

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