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Getting started with SEPA direct debits in six steps

Getting started with SEPA direct debits? Follow these six steps to successfully debit your clients.

  1. Request a direct debit contract

     
    Before you request a SEPA direct debit contract with us, it is good to know what options are available and what information we will need from you if you want to take out a contract with us.

  2. Collect and register mandates

    Before you can debit your clients, they must first issue a mandate to you. You can have them do this using a paper mandate form or an .

    You can design your own mandate form, which must meet a number of requirements. Alternatively, you can use a standard mandate form.

    SEPA business-to-business direct debits

    For a SEPA business-to-business direct debit, your clients will need to sign a mandate and send it to you and also register it with their own bank using an (online) registration form.

    Please note that you can only make the direct debit once your debtor’s bank has completed the registration.

    eMandates

    eMandates let you receive mandates from your clients through your website in a way that is both secure and legally valid. This makes paper mandates a thing of the past, saving you a lot of paperwork. You can fully embed eMandates in your online sales process, which makes it very easy for your clients to issue an eMandate.

  3. Inform your clients

    Let your clients know how much you plan to debit on which date. You can do this prior to each direct debit, or all at once for multiple debits. It doesn’t matter how you do this, as long as every client receives the notice before the debit is made.

  4. Submit your direct debit instruction

    You always submit direct debit instructions in a batch. You can create the direct debit batch in your own bookkeeping programme and submit it to us in various ways: through Internet Banking, Access Online, Access Direct OpenLink or directly to equensWorldline.

    If you already know when you want to debit from the client, see below for when you need to submit the instruction to us. Submit SEPA direct debit batches in the pain.008 (xml) file format.

  5. Take timescales into account

    SEPA direct debit instructions are subject to timescales for when you need to let the client know you are going to debit their account, when to submit the direct debit batch and the last day on which your client can have the direct debit refunded. 

  6. Receive your money

    The money is transferred to your account as soon as the direct debit is executed. Bear in mind that direct debits can be refused, revoked or refunded. In that case, some or all of the money will be debited from your account again.

 

Good to know

  • Only written and online mandates using the eMandate method are valid. No other types of mandate are allowed.
  • You must keep mandates for 14 months after the final direct debit. You must be able to present a copy or scan of the mandate within seven working days on the bank’s request.
  • For each mandate, you also save the mandatory data digitally so you can include them in the direct debit instruction.
  • Mandates expire if not used for 36 months. After that, you can no longer submit a direct debit instruction. If you want to start debiting again, you will need a new mandate from your client.
  • For correct processing, direct debit batches must be submitted for each direct debit variant and sequence type: one-off or recurrent. Make sure your bookkeeping package is properly configured.
  • Debtors (clients you debit) must be informed of the amount being debited and the direct debit date at least two weeks in advance. You can make different agreements about this with your debtors.
  • You are obliged to debit using your , which you will receive when you take out the SEPA direct debit contract.
  • You are obliged to assign a different mandate reference to each mandate. This reference must be unique in combination with your creditor ID.
  • Please see the terms and conditions for information about your rights and obligations.