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How do I set up and use Direct Debits in agentOS?

Direct Debits in agentOS are enabled on your client bank account, then activated per tenant via their profile. When rent is due, you call the Direct Debit forward, confirm the payments, export the file, and upload it to your bank.

Step 1: Enable Direct Debits on your bank account

  1. Go to Accounts > Bank Accounts and select your client account.
  2. In the Direct Debit Payments section, select your DD Template and enter your DD Originator ID. Your originator number must be obtained directly from your bank.

Step 2: Enable Direct Debit collection per tenant

  1. Open the tenant's record in agentOS.
  2. Click Edit.
  3. Go to the Bank Details tab.
  4. In the Direct Debit section, tick the Collect Rent by DD box to enable Direct Debit for that tenant.
  5. Save the record.

This also generates the DD mandate form, which is printed alongside the Tenancy Agreement. The form will be pre-populated with your agency's address, originator number, the tenant's name, their agentOS reference, and their bank details. Hand the completed form to the tenant to sign and return to your bank.

The tenant's payment schedule will reflect that they are paying by Direct Debit.

Step 3: Call Direct Debits when rent is due

Direct Debit calls should be checked on a daily basis so that none are missed.

To call a Direct Debit:

  1. Use the search bar to find and open Show the Setup Direct Debits — this opens the Direct Debits section for your client account.
  2. You will see the total amount to be called forward and how many tenants are included.
  3. Tick the relevant tenants (or all tenants listed) and click Call to call the Direct Debits forward.
  4. Confirm the called payments when prompted. Once confirmed, a payment group is created in readiness for reconciliation.

Step 4: Export and upload to your bank

Use the Export button to save the DD call file to your computer. Upload this file to your bank. Once processed by the bank, these entries will appear in your bank reconciliation in agentOS.

If you need further assistance, contact support at support@agentos.com.