Step by Step to Export Invoices to a SEPA XML File
Step 1: Selecting the Invoices to be Exported
Go to Invoices tab
Filter by:
Status: Open or Past Due
Payment Method: SEPA Direct Debit via XML Export
Date Range: Select the date range required
Select invoices to be exported
Click on the table actions > SEPA XML actions dropdown
This will open a SEPA XML configuration modal, in which you’ll need to define two key elements:
The requested collection date (the date when your customer’s account will be charged)
The creditor details (your bank account(s) information)
Step 2: Define a Requested Collection Date
The Requested Collection Date is the date you want the bank to collect the payment from your customers’ accounts.
This field is mandatory and must be selected using the date picker.
You can select a date up to 14 days in advance.
If the selected date falls on a weekend or public holiday, the collection will automatically shift to the next banking day.
We recommend choosing a date that gives your bank sufficient time to process the file. Thus, the date must be at least 2 business days in advance.
Example:
If you set the collection date to 15 August and it’s a public holiday in your country, your bank will process the debit on 16 August instead.
Important: Operators are fully responsible for downloading the XML file and uploading it to their bank in time. Kinnovis does not automatically send the file to the bank. To ensure payments are processed on the intended collection date, the XML file must be submitted promptly and in accordance with your bank’s cut-off times.
Step 3: Configure Creditor Details
Creditor details define which bank account will receive the SEPA direct debit payments. This information is legally required in the SEPA XML file and must be accurate.
You need to define:
Location(s): One or more locations that share the same bank account
Creditor Name: Your legal or company name (shown to the customer’s bank)
Creditor IBAN: The account that will receive the funds
Creditor BIC: The bank’s identifier
SEPA Creditor Identifier (SCI): Your unique SEPA identifier issued by your bank or national authority
In case you are missing the information about your SEPA Creditor Identifier (SCI), please reach out to your bank.
Managing Multiple Accounts for Multiple Locations
When exporting invoices across multiple locations, you need to make sure each location is linked to the correct bank account (creditor details).
Kinnovis allows you to define multiple creditor accounts (i.e. your bank accounts) in a single export. This is useful if different locations use different bank accounts.
To add more creditor accounts, click “Add Another Account” in the export screen.
Each account you add will create a separate batch in the same XML file.
You must assign every selected location to one of the creditor accounts before exporting.
If you have selected invoices from a location which isn’t linked to any creditor account, the export will be blocked until the setup is complete.
Example Scenarios
If you're exporting invoices from both Vienna and Graz:
Scenario 1: If both use the same bank account, assign both locations to Account #1.
Scenario 2: If each has its own bank account, create Account #1 for Vienna and Account #2 for Graz.
Image shows scenario 1:
Step 4: Decide if you want to Mark Invoices as Pending Payment
Before exporting, you can choose whether to mark the selected invoices as Pending Payment, using the checkbox provided.
This option is ticked by default and is intended for normal use - where the XML file will be uploaded to your bank to initiate the direct debits. Once enabled, the system will log the payment attempt and change the invoice status to Pending Payment, making it easier to track and later update the outcome (e.g. mark as Paid or Failed). Note that this action is irreversible - it assumes the file will be submitted to the bank.
If you are only generating the XML file for testing or review purposes and do not plan to upload it, you should untick this option to keep the invoice statuses unchanged.
Final Step: Export the XML
Once all fields are complete and your creditor details are assigned correctly:
Click Export SEPA XML
The file will be validated and directly downloaded to your computer
You can now upload it to your bank’s SEPA portal
Result of this step: Your bank-ready XML file is downloaded. Invoices are marked as pending payment (if enabled). You are ready to upload the file to your bank.