How to collect money from my clients?

We now enable our clients to be credited via direct debit. You can find this option in the Incoming direct debits section of your interface. Only IBANs within the SEPA zone are supported.

Once you have set up a mandate with a client, we will notify you by email when the mandate has been approved by your client, and for any status changes regarding the direct debit.

Please click here to find out if you are eligible for this feature: How to become eligible and activate SDD Collection?

How to create and manage mandates?

There are now two ways to handle mandates:

Create a mandate upfront

You can now generate an empty mandate link directly from Incoming direct debits → Manage client mandates → Copy mandate link.

Share this link with your client to have them sign the mandate in advance. Once signed, the mandate (and client) will be ready to reuse when creating a collection – meaning you won't need to request approval again.

Create a mandate during the collection setup

When you create a collection, Qonto generates the mandate and gives you the option to sent it to your client for electronic approval, in a personalized email.

The process flow: Create collection → Send mandate → Client signs → Collection processed

☝️ Good to know:

• Your client has until the last occurrence due date to approve a recurring direct debit mandate (no retroactive payments will be processed, only future occurrences).
• For one-off direct debits, your client can approve the mandate after the due date, up to 6 months later.
• The mandate link will expire if you cancel the direct debit, after 6 months, or when the duration of the recurring direct debit is finished.

Which are the steps to set up a direct debit collection?

Once you have clicked on one-off direct debit, you will have to select a client. The list on your interface is identical* to the one from the Invoices > Supplier list section.

*The list is shared between Client invoices and Incoming direct debits, and changes made in one of the sections will be reflected in the other one.
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Start by filling the client’s information (only the client’s name and the email address are mandatory to continue).

Then complete the information on the collection page and press continue:

For one-off direct debit:

• The amount you wish to collect
• Due date (direct debit processing takes at least 3 business days)
• Reference (as seen by debtor)
• Account to credit (main or subaccount)

For recurring direct debit:

• The amount you wish to collect
• Due date (direct debit processing takes at least 3 business days)
• Recurrence (choose between weekly, monthly, quarterly, yearly or custom)
• Duration ("No end date" if the direct debit is ongoing, or define a number of payments)
• Reference (as seen by debtor)
• Account to credit (main or subaccount)

You can then choose to notify your client by sending them an email before debiting the payment, or add an attachment to support this direct debit.

Last step, double-check every information before confirming the direct debit and then press confirm.

If you already have a mandate with this client, you will have two options:

• Automatically debit the client (they will not have to sign the mandate again, it will automatically create a direct debit in the schedule view of direct debits section)
• Request a payment (a new mandate will be created)

⚠️ Important: The maximum limit per direct debit is €10,000. If this limit is too low for your business needs, please contact customer support to discuss your options.

3. Share the payment link with your client

Once you confirm the one-off direct debit, a page will appear inviting you to share the payment link.

You can either:

• Personalize the pre-filled email and send it to them
• Copy the payment link and send it on the communication channel that you use with your client

In any case, your client must be notified and authorize the payment for the direct debit to occur.

How long does direct debit processing take?

Direct debit processing follows a specific timeline to ensure security and compliance:

1. Processing time: 2 business days to process the direct debit request
2. Client debit: Your client's account is debited
3. Funds on hold: The funds are held for 5 business days to cover the risk of refunds
4. Total time: You will receive the money at D+7 business days from the processing start date

⏳ While the direct debit is on hold, it appears in the dedicated "On hold" tab in the Incoming direct debit page. Once the hold period is complete, the funds will be credited on your account.

☝️ Good to know: This holding period protects both you and your clients by allowing time for any potential refund requests to be processed before final settlement.

How to cancel a direct debit collection or revoke a mandate?

To cancel a direct debit collection:

Simply go to the Business account → Incoming direct debits section, select the direct debit in question, then click Cancel in the right-hand panel.

⚠️ Important: it can be cancelled up to 3 days before the collection's due date. Past this date, the collection will be processed.

To revoke a mandate:

If you wish to revoke or cancel a mandate entirely, you cannot do it autonomously. In this case, please contact the support via chat or email.

What happens if my client asks for a refund?

Your client can request a refund for a direct debit payment within 8 weeks. If they do, the funds will be automatically withdrawn from your account and returned to the client.

In case of refund and insufficient funds, your account will go on a debtor position that we will invite you to settle as soon as possible. This situation might lead to a loss of eligibility for SDD collection, potential lawsuits etc.

What is the price for this feature?

Please find below the details of the costs incurred by using direct debits:

Fees for a direct debit rejected for insufficient funds: €5 excluding VAT (€6 including VAT)

Here are the costs of returning funds for a direct debit:

• If issued within 8 weeks: €5 excluding VAT (€6 including VAT)
• If issued after more than 8 weeks: €20 excluding VAT (€24 including VAT)