When using SEPA Direct Debit via XML Export, each booking must have a valid SEPA mandate attached in order to be included in a payment export. Only bookings that are linked to a valid SEPA Direct Debit via XML Export payment method can be included in an XML file for processing through your bank.
Update the Payment Method on an Existing Booking
1. Navigate to the Booking in the Manager
2. Click Actions > Update Payment Method
3. In the list of available options, choose "Manually charge via SEPA Direct Debit (XML Export)"
4. Click on "Add Payment Method" to attach a new SEPA mandate or select existing SEPA mandates saved for the customer
5. "Add Payment Method" will prompt the following screen to add the customer's bank account details:
When Is the BIC Required?
The BIC is optional for most SEPA mandates within the same country. However, it is recommended when:
The customer’s bank is in a different SEPA country
Your bank requires BICs for SEPA processing
If left blank, Kinnovis will use "NOTPROVIDED" in the XML file, which is compliant with SEPA standards.
Does the Customer Name Need to Match the Bank Account Name?
In SEPA Direct Debit, the name you provide in the mandate should reflect the name registered with the customer’s bank account, as banks may use it during validation or dispute resolution. However, most banks do not reject payments solely based on name mismatches.
Legal Requirement for SEPA mandates
The "SEPA mandate was already signed by customer" checkbox in the UI makes it clear that the customer has already provided a signed SEPA direct debit mandate outside of the Kinnovis system - typically as a paper or digital form that you've collected directly. Kinnovis does not handle the digital signing of SEPA mandates, so operators are responsible for collecting and storing the signed document.
By checking this box, you are confirming that:
The customer has legally authorised the mandate
You (the operator) have retained a copy of the signed mandate for compliance
Deleting a SEPA Direct Debit Mandate as a Payment Method
Be aware, that a SEPA Direct Debit payment method can only be deleted if it is not attached to any active or scheduled booking. This restriction ensures that no ongoing or future payment collections are disrupted by the removal of a mandate. If the payment method is currently in use, it must remain in the system to preserve the integrity of the booking's billing setup. To remove a payment method, chose a different or add a new payment method before you delete it.
Congratulations, you have successfully added the new payment method to a booking!