Table of contents
1. Introduction to GoCardless integration
GoCardless integration within Cone enables users to utilize direct debit as a payment solution, facilitating seamless billing and collections from clients. This integration is designed to simplify the payment process, making it more efficient and less time-consuming
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If you are using accounting integration with Cone, ensure that it's properly configured and setup, specially default invoice status, default invoice account, invoice sync and tax mappings
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Ensure you have the right invoice default status set before creating invoices
2. Integration process
2.a Connecting GoCardless Account:
Navigate to integrations: head to Settings -> Integrations . Here, you’ll find an array of third-party services that Cone supports
Select GoCardless: Locate the GoCardless option under Payment section and click on Connect. You'll be redirected to a secure GoCardless login page
Authorize Cone: Log in with your GoCardless credentials to authorize Cone to access your GoCardless account. This step ensures a secure connection between the two platforms
Account status: Successful connection shows Active status on GoCardless integration card
3. Managing GoCardless integration
3.a Integration settings:
You can view the account details from the integrations page by clicking Manage on GoCardless card
You can navigate to your GoCardless account by clicking on GoCardless dashboard
You can check the "Ask client payment details before accepting a proposal" to ensure client payment details are added before them signing a proposal
3.b Billing settings
Invoice default status
Ensure that you are choosing the correct default status for invoice: Open or Sent
With Open setting, nothing is done in GoCardless. Invoice will be added as Open in Cone and will be visible under sent invoices
With Sent setting, invoice will be synced with GoCardless, marked as sent in Cone. If invoice is set to auto-debit, Cone will try to auto-deduct the amount. Else client will receive an email with the payment link
4. Client mapping for GoCardless
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In Cone, you have the option to link an existing GoCardless customer to your Cone client. If you haven't set up a specific client mapping for GoCardless in Cone, then the first time you add an invoice in Cone for that client, a new customer will automatically be created in GoCardless and mapped within Cone
4.a Mapping clients to GoCardless customers:
Mapping new clients
You can choose to create a customer in GoCardless when creating a client in Cone. When adding a new client in Cone, choose "Create a new customer in GoCardless" under "GoCardless customer" dropdown. This will create a new customer in GoCardless and map it to Cone client
Mapping existing clients
Navigate to the client workspace you wish to set up for GoCardless payments
Under Settings -> Invoicing, look for "Client mapping" section. Under "Payment integration", link the Cone client with the corresponding customer in GoCardless. This step is essential to align billing and payment processes across both platforms
Once the selection is done, click on Save
You can also manage this mapping when creating or editing the client . Under client mapping, you can choose a GoCardless customer and update it
4.b Account mandates:
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Ensure that mandates are in place for clients you plan to bill through Cone, facilitating smooth and automatic collections. You can also generate mandate links within Cone which you can share with your clients
Once client is mapped as described above, you can see the mandate information under Payments section against "Payment mandates"
If there's at least one mandate, it looks like below
If there are multiple mandates, there is a list of mandates
If there is no mandate, it looks like below
You can create a mandate link in Cone by clicking on "Get link" against "Add mandate". You can share this link with your client. Once they add a mandate and it's active, you can use that for subsequent payments
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If a client has mandate setup, but it shows as not set, ensure that once you mapped the client to GoCardless customer, you saved that section. Once you save, mandate details will get auto-updated
5. Making use of GoCardless integration
Once integrated, GoCardless becomes an instrumental part of your financial workflow in Cone:
Asking for payment details before proposal signing:
With Cone’s GoCardless integration, users have the added benefit of requesting direct debit authorization details from clients as part of the proposal signing process. This functionality not only streamlines the payment collection process but also solidifies the client’s commitment by securing a payment method upfront
Under client workspace settings "Default payment options" allows to require clients to enter their direct debit details before they can sign the proposal. Enabling this option ensures that payment collection mechanisms are in place upon proposal acceptance
When clients access the proposal page to review and sign, they will encounter a prompt to enter their direct debit authorization details. This step must be completed before they can proceed to sign the proposal, ensuring that the necessary payment mandate is in place
Upon the client providing their direct debit details and signing the proposal, a payment mandate is automatically created within GoCardless. Once the mandate is active (which may take a short period to confirm), it becomes the authorized method for direct debit payments associated with that client. This mandate can then be used for future billing and collections without additional authorization steps
Invoicing:
With an active mandate, users can instantly invoice clients. Cone facilitates the seamless creation of invoices that are automatically linked to the client’s authorized payment method in GoCardless
These will be visible under sent invoices
Auto-charging:
With mandates setup, payments can be directed through GoCardless, leveraging the direct debit system for efficient collections. You can enable auto-charging option under client settings to automatically charge the clients for the invoices
If there are multiple mandates available for a client, you can also choose a specific mandate to auto-charge with, by choosing one of the mandates as default
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This auto-charging option is applicable for services in Cone that have auto-invoicing enabled. For adhoc invoices, you can specify this option separately as described here
Payment tracking:
Cone will reflect payment statuses updated through GoCardless, ensuring you have real-time insights into your financials. You can view the payment status in sent invoices
Direct debit authorization:
You can send link to your clients to setup up additional debit authorizations. You can get this link by clicking on "Get link" against "Client payment portal"
6. Disconnecting the integration
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Once integration is disconnected, all customer mapping information will be lost, invoices in Cone won't be synced with GoCardless and payment status updates won't get reflected in Cone. If you decide to connect the integration again, you will have to map the customers again, and only invoices created from that point will have payment updates in Cone
You can disconnect the account by clicking Disconnect available in triple-dot actions in integration details page
You can also disconnect the account by clicking Disconnect available in triple-dot actions on integration card in Integrations page
7. FAQs
7.a Does Cone create customer in GoCardless when a new client is added?
Yes, you can configure Cone to create a customer in GoCardless when a new client is added. You can do this as specified here
7.b My client has added a mandate, but it's still showing as not setup in Cone
Cone shows a mandate when it's in active state. Even though a mandate is added, it takes some time for GoCardless to move that into active state. You can learn more about account mandates here
7.c My client has multiple mandates. Can I choose default mandate in Cone?
Yes, you can choose a mandate as default when multiple active mandates exist. You can learn how to do this under this section
7.d What is "send payment link" while creating adhoc invoice?
With send payment link, Cone creates a payment in GoCardless but doesn't auto charge it. A notification will be sent to client to make a payment. If you want to auto-charge the client with an existing mandate, please use "auto-charge" option
7.e How can I collect payment details before client signs a proposal?
With GoCardless integration in Cone, you can request payment details from your client before they sign the proposal. You can learn more about that here
By ensuring that your GoCardless account is properly connected and clients are correctly mapped, you unlock efficient, secure, and automated payment collection capabilities within the Cone environment. This integration not only simplifies your billing workflow but also enhances the payment experience for your clients