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Go Cardless Automation

Question asked by Andy Hughes 5 years ago

Hi

I am trying to make it so that all payments via Go Cardless get allocated to the right invoice automatically to save me the job of having to export them from GoCardless into Clearbooks.

Can you clarify the best way to do the automation? I have tried doing the following

  • Deleted the payment plan on Go Cardless
  • Ticked the try to take payment automatically on the customers recurring invoice.
  • Left the invoice to automatically generate and hopefully take the payment via GoCardless as well

Any advice would be awesome, thank you.

7 Replies

Oh sorry I thought you were in the initial set up phase.

As long as you have the Attempt to take payment automatically ticked for each recurring template, whenever an invoice is generated from this template the system will initialise the payment from GoCardless - it will also allocate a payment to the invoice automatically.

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If it hasn't been doing so for any of your recurred invoices - would it be possible to let me know which ones (and your account name) so we can investigate further?

Hi Andy,

When you say you have deleted the payment plan on GoCardless - do you mean you have deleted the pre-authorisations?

Points 2 and 3 are correct, however if you have pre-authorisations set up in GoCardless already you can import them into Clear Books from the Tools>GoCardless>Pre-authorisatio menu by using the 'Link existing pre-authorisations' link and then filling out the details of the form.

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No, just the payment plans on go cardless.

I ensured all customers have there pre-authorizations from GoCardless linked to the right customer account on Clearbooks.

OK cool - that's everything pretty much set up.

Now that you have your pre-auths linked to Clear Books and the recurring invoice templates set up to take payments automatically, any invoice that recurs from the template will attempt to take payment.

It takes about 7 days after this date to actually receive the payment in to your account, so what the system will do is allocate a payment to the invoice automatically from the GoCardless bank account (which you should be able to view on the Money>Bank accounts menu). The system will also create a separate transaction for the GoCardless fee (also taken out of the GoCardless bank account).

This means that when you do receive the actual payment from GoCardless you can explain this in Clear Books as a transfer from your GoCardless account to your business account.

One thing to note is that if you have any recurring pre-authorisations (or create any in future), make sure to set up the recurring invoice templates to recur on a date after the pre-auth amount generates.

If you have any other questions just let me know though.

Thank you for the responses,

Yes that was the previous set up were I would explain each payment via a import. I think you are missing key thing I am trying to do which is.

  • Clearbooks creates the recurring invoice.
  • Once the invoice is created Clearbooks tell GoCardless to take the payment.
  • Once the payment is cleared in GoCardless, Clearbooks marks the invoice as paid.

I have seen it do this with one off payments you manually click a button telling it to take a payment. I would like it to happen automatically with recurring invoices.

Ever since the have made the changes no payments have been taken and attempts to take one off payments dont seem to work as well even though the authorizations still exist just not the "plans".

Oh sorry I thought you were in the initial set up phase.

As long as you have the Attempt to take payment automatically ticked for each recurring template, whenever an invoice is generated from this template the system will initialise the payment from GoCardless - it will also allocate a payment to the invoice automatically.

file

If it hasn't been doing so for any of your recurred invoices - would it be possible to let me know which ones (and your account name) so we can investigate further?

It seems to be working now, Thank You.

Do you have to have the "Bank Details to Display" on Gocardless for this to work?

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