You can invite a client to pay off any invoice via a Direct Debit (DD). A DD is an agreement with the client's bank to send a certain amount of money on a particular day each month for a certain number of months.
Once this has been set up, the payments from the client's bank account are logged in Collums - it will show as a payment against the invoice.
The money is collected via Coherent and paid out to you in the same way as online booking deposits and payment links. If you currently use a service such as GoCardless, our integration is a great replacement and will keep your records in one place, saving time with every payment!
Create a Direct Debit
Via the POS (for new invoices)
Create/edit an invoice in the POS.
Click the blue payment button "Coherent payment" (use the calculator button to change the amount you want to be paid by DD) and then click "Take payment"
Select "Create Direct Debit" and complete the details:
Total amount
No of monthly payments
Date of first payment
Click "Create"
Via invoice pop-up (if invoice already exists)
Go to the options button of the invoice pop-up and click "Create Direct Debit"
Select "Create Direct Debit" and complete the details:
Total amount
No of monthly payments
Date of first payment
Click "Create"
Note: If the invoice amount is not divisible by the number of payments you have created, you will have an outstanding amount. Ensure that you take this payment separately via another payment method in the usual way.
E.g. £100 paid over 3 months. Each payment of £33.33 will leave 1p remaining.
Client Direct Debit form completion
When you click "Create" the client will be sent an email containing a link to a secure page where they can complete their bank details and authorise the DD set up (see screenshot below).
Clicking on "Schedule of charges" gives further information like this:
Direct Debit statuses
The status of Direct Debits can be seen in
The client card>Financials>DD/Membership table
The Direct Debit / Membership Log report
Pending - You have created the DD but it has not yet been emailed to your client (this status should last a few seconds at the very most)
Sent - The DD email has been sent to the client but they have not yet completed it.
Authorising - The client has completed and submitted their form.
Active - The bank has authorised the DD and the £1 has been taken.
Ended - All payments have been received.
Void - The DD has been cancelled
Direct Debit form non-completion
The DD will NOT be set up until the client completes the DD form. The clinic will receive an email notification after 48 hrs if the form has not been completed. You will receive another in another 48 hrs if still not completed.
Note: It can take up to 6 days for a bank to set up a DD. If the date of the first payment passes before the DD has been created, the payment will be triggered as soon as it is ready. Future payments will continue to be taken each month on the date of first payment that you entered.
The cost of a Direct Debit payment is 1% + 20p