Taking invoice payments using GoCardless on mobile

This article explains how to start accepting payments for your FreeAgent invoices using GoCardless via the FreeAgent mobile app.

You can also collect invoice payments online using Paypal, Stripe or Tyl by NatWest.

Taking invoice payments using GoCardless

Tap the three-lined 'hamburger' icon at the top-left of the FreeAgent mobile app and select 'Invoices'.

Tap the ‘+’ at the bottom of the screen and follow the steps for creating an invoice using the FreeAgent mobile app.

In the ‘Payments enabled’ section, select ‘Manage’.

Next, select whether you want the payment to be taken on the invoice date, the payment due date or manually.

Payments taken on the invoice date

If you choose to take the Direct Debit payment ‘On invoice date’, the Direct Debit process will be initiated on the invoice date once the invoice is marked as sent, or sent automatically.

If the invoice is dated today or a date in the past, the Direct Debit process will be initiated immediately. If the invoice is dated in the future, it can take up to 10 days to complete.

For example, if the invoice is dated 31st May 2024 and you select ‘On invoice date’, the payment will be collected on that date. However, the payment may not appear in GoCardless and FreeAgent until a couple of days after.

Payments taken on the payment due date

If you choose to take the Direct Debit payment ‘On payment due date’, the Direct Debit process will be scheduled to begin once the invoice is marked as sent or sent automatically, to allow the payment to be taken when the invoice is due to be paid.

Please note that the payment can take up to 10 days to be completed so the payment may be received after the due date. The invoice will also be locked for editing during this time unless the Direct Debit payment is cancelled via GoCardless.

For example, if the invoice is dated 31st May 2024 with a payment terms of 30 days, if you select ‘On payment due date’, the payment will be collected on 30th June 2024. However, the payment may not appear in GoCardless and FreeAgent until a couple of days after.

Payments taken manually

If you choose to take the Direct Debit payment ‘When manually triggered’, you’ll need to initiate the Direct Debit process manually once the invoice has been marked as sent or sent automatically, by selecting the ‘Take payment now’ button.

For example, if you select the ‘Take payment now’ button on 31st May 2024, the payment will be collected on that date. However, the payment may not appear in GoCardless and FreeAgent until a couple of days after.

Once you’ve entered all the relevant details for the invoice, select the three dots in the top-right and select ‘Mark as sent’, or if you’ve chosen to automatically email the invoice, select ‘Send in an email’.

While payments are pending or being processed, FreeAgent will stop sending late payment reminders.

Reconciling the invoice payment

Whether you’re taking payment for a single or recurring invoice, GoCardless will notify the customer that the payment has been taken. You should receive the payment from GoCardless within ten days.

If you have enabled auto-reconciliation for GoCardless invoices, FreeAgent will automatically mark the invoice as paid once payment has been received. It will also reconcile the charge that GoCardless has issued to you for using the service.

If you haven’t enabled auto-reconciliation, you will need to mark the invoice as paid and account for the GoCardless charge manually.