This section explains how to collect invoices through the bank using direct debit.


Indicating that your practice uses direct debit

In the practice details, under the Bookkeeping tab, please first fill in the following fields: 

  • your Creditor ID: contact your bank and ask for a SEPA Direct Debit (SDD) contract. The bank will provide you with a Creditor Identifier. This is a unique number that authorises you to collect direct debits.
  • your IBAN: This is the account where the amounts will be deposited.
    • If you enter an invalid IBAN, you will receive an error message and will not be able to save the value.
    • Spaces are automatically removed, and lowercase letters are converted to uppercase.
  • the number of days before automatic collection: after how many days the bank is authorised to collect the payments.



These fields are required to activate direct debit in Fuga.


Setting up direct debit for a client

To indicate that a client pays via direct debit, check the Direct debit option on the client file's General tab. Then complete:

  • the client's IBAN

  • the start date of domiciliation

  • the mandate ID (by default, the client number, but this can be changed)



Important:

  • The IBAN format is validated.

  • The start date is normally in the past. Direct debit invoices can only be created on or after this date.

  • In the field Pays via direct debit, choose whether the client pays all invoices or only care plans by direct debit.


In the Files tab, you can upload the direct debit mandate.



When invoicing a third-party payer, Fuga uses the direct debit details of the third party.


Settling a consultation/sale

When settling a consultation or sale, Fuga applies the following logic:

  • If the client pays all invoices by direct debit, the Direct debit option is automatically shown and ticked. Payment fields are disabled, as the payment will be collected later by the bank.

  • If this particular invoice should not be paid by direct debit, you can untick the option and enter a payment manually.

  • If the client pays only care plans by direct debit, the option is only suggested for invoices related to care plans.


Note: if the invoice date is before the client’s start date of domiciliation, an error message appears when saving.


Client with multiple interactions

When creating one invoice for multiple interactions of the same client, direct debit is automatically applied if:

  • the client pays all invoices via direct debit, or

  • the client pays only care plans via direct debit and all interactions are care plan sales.


Creating invoices for multiple clients

When creating invoices for several clients at once (e.g. billing care plans, closing ended care plans, billing via outstanding accounts reports), the direct debit option is no longer shown in the form.


Fuga will automatically use each client’s details in the background to decide whether it is a direct debit invoice or a standard invoice.


Only standard invoices will be marked as paid if you select the option Set all these invoices (except direct debit) immediately to paid.



If you want to override this automatic logic, it is best to create one invoice per client.


Identifying direct debit invoices

Invoices paid by direct debit:

  • do not contain a QR code

  • display the note: "This invoice will be automatically presented to your bank for payment. Please ensure sufficient funds are available."


On the Financial tab and in invoice lists, the Direct debit column indicates whether an invoice is a direct debit invoice.


In the Invoices report, you can use the Include domiciliation option to specifically search for direct debit invoices.


Sending direct debit invoices to the bank

The Invoices with domiciliation report is available under Sales invoices > Accounting.


Here, you select unpaid direct debit invoices from a given period and export them to your download folder. You then upload this file to your banking application.


The report columns provide additional information:

  • OK for export

    • yes: all required information is present -> invoice will be exported

    • no: client details are incomplete (modified after invoice creation)

    • start date of domiciliation is in the future -> invoice not exportable

  • Last export status

    • Not exported

    • Exported

    • Excluded at last export (invalid information on invoice)

  • Last export timestamp


You can also use this report to check whether direct debit invoices have been paid and to mark them as Direct debit. 


This is only possible if domiciliation is enabled as a payment method in your practice settings.