How to offer your clients direct debit (New Zealand)
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Ignition now offers Direct Debit as a payment option in New Zealand!
This article contains guidance on how to offer your clients direct debit and move them over from an existing credit card payment method if they wish.
1. Identify clients to collect details from
The first step is to identify all the clients that you would like to collect details from.
If you don’t have your entire client list in Ignition, you can either reach out to our Support team and request to import your clients from your connected ledger or you can do this manually via a CSV import.
Filter your client list by Has Payment Method → No and any other necessary filters in order to filter for all the clients you desire.
2. Communicate the upcoming change to your billing process to clients
It’s always a good idea to communicate with your clients early and often, especially in regards to payment related information. It provides transparency and also gives them the option to switch to direct debit if they prefer.
First, export the filtered client list from Ignition.
Then, send an email to the filtered client list by using the email template we’ve provided below.
You can easily alter the email if you wish.
Email template - Introducing direct debit as a payment method
Subject: Important Update: We are now accepting Direct Debit as a payment method!
Dear [Client Name],
Hope you’ve been well!
We're excited to let you know that as of [Effective Date] we will be introducing Direct Debit as a new payment option for your services.
Why the change?
Automated payments offer a range of benefits for both your business and ours, including:
- Convenience: Enjoy hassle-free payments with no manual transactions or remembering due dates, saving you time and effort.
- Improved Cash Flow: Direct Debit ensures that payments are processed on time, contributing to better cash flow management for your business.
- Accuracy: Automated payments reduce the risk of errors associated with manual transactions, ensuring your payments are precise and error-free.
If you’re working with us for the first time, you’ll receive your upcoming Service Agreement from [ Insert Practice Name ] via email where you can enter your payment details through a secure payment gateway - automating the payment collection process moving forward.
If you’re already working with us, you’ll be sent an email with an option to update your payment methods via the same secure payment gateway.
If you have any questions in the meantime, please feel free to reach out and we will be happy to help.
Looking forward to another great year.
Best regards,
[ Insert Practice Name ]
3. Request payment method through Ignition
From your filtered client view, bulk select your clients → select Request Payment Method.
Follow the prompts to select the payment methods you want to accept and ensure that Direct Debit is turned on.
Toggle on “Use new payment method for all future invoices”.
Copy and paste the email message that we’ve provided below in the Message field. You can also many any changes you’d like.
Click here to learn more about requesting payment methods in bulk.
Email template - Bulk payment request
Subject: Important Update: We are now accepting Direct Debit as a payment method!
Hi {{ contact.addressee | default:client.name }},
Hope you've been well!
We wanted to reach out to let you know about some exciting upcoming changes to {{ practice.name }}’s payment processes.
As of [Effective Date], {{ practice.name }} will now be accepting Direct Debit as an additional payment method moving forward!
Why the change?
Automated payments offer a range of benefits for both your business and ours, including:
- Convenience: Enjoy hassle-free payments with no manual transactions or needing to remember due dates, saving you time and effort.
- Improved Cash Flow: Direct Debit ensures that payments are processed on time, contributing to better cash flow management for your business.
- Accuracy: Automated payments reduce the risk of errors associated with manual transactions, ensuring your payments are precise and error-free.
If you wish to update your payment method please use the Update Payment Details button at the top of this email to provide and save your preferred method for future invoices.
{{ Practice.name }} would like to thank you for your continued support, and if you have any questions, as always, please don’t hesitate to contact us at [Customer Support Email or Phone Number].
Kind regards,
{{ practice.name }}
Updating payment methods during the renewal process
If you don’t wish to bother your clients in the middle of an engagement, you can also simply build this process into your renewals process every year.
You can use our renewals process in conjunction with the email template that we’ve provided below.
Simply copy and paste this email template as a New proposal email template in your Ignition email templates page.
NOTE: Remember to action two things:
- Direct debit in the Payments step is toggled ON for all new renewal proposals
- Change the New proposal email to the new email template in your renewal proposals
Email template - Renewal proposal intro message
Template Name: Renewal Proposal Intro Message Template (NZ Direct Debit)
Hi {{ contact.addressee | default:contact.name }},
Thanks for taking the time to review your Annual Service Agreement renewal.
This proposal contains any of the previously agreed services that you will be renewing with {{ practice.name }} this financial year and any additional services that may have been discussed.
Please click Next to navigate through the steps below to review, sign & accept your renewal agreement.
Please Note: As of [Effective Date], {{ practice.name }} will now be offering Direct Debit as a payment method for your services.
Why the change?
Automated payments offer a range of benefits for both your business and ours, including:
- Convenience: Enjoy hassle-free payments with no manual transactions or remembering due dates, saving you time and effort.
- Improved Cash Flow: Direct Debit ensures that payments are processed on time, contributing to better cash flow management for your business.
- Accuracy: Automated payments reduce the risk of errors associated with manual transactions, ensuring your payments are precise and error-free.
To update your payment method, please navigate to the Payments step in this proposal to securely provide the bank account details you would like debited moving forward.
We look forward to working with you for another year, and please feel free to reach out with any questions to {{ proposal.sender.email }}.
Thanks,
{{ practice.name }}
