SEPA direct debit

Set up your Creditor Identifier, let athletes add their IBAN mandate, run invoices, and export pain.008 files to collect membership fees directly from bank accounts.

1. 1

   Configure your SEPA Creditor Identifier

   Go to Branch Settings (sidebar → Branch Settings) and scroll to the Billing section.

   Setting	What to do
   Billing Clearing Mode	Choose Full Bank Clearing to upload a bank statement CSV for AI-powered reconciliation, or Easy Clearing to mark bills paid/failed manually per row.
   SEPA Creditor Identifier	Enter your Gläubiger-ID (e.g. DE98ZZZ00001234567). This is required before athletes can add a mandate or before you can export SEPA debit files.

   Click Save changes after filling in your Creditor Identifier.

   Where to find your Creditor Identifier: In Germany, apply at the Bundesbank (bundesbank.de). Your bank can also provide it.

   

2. 2

   Athlete adds their address

   Athletes navigate to My Profile → Settings and fill in their billing address before adding an IBAN.

   1. Enter Street, City, Postal Code, and Country.
   2. Click Save address.

   The SEPA Direct Debit section below the address shows the last 4 digits of any IBAN already on file and a signed mandate reference.

   

3. 3

   Athlete adds their IBAN

   In the SEPA Direct Debit section, the athlete clicks Update IBAN.

   A modal opens where they enter:

   • Their IBAN (e.g. DE89370400440532013000)
   • The Account holder name

   The mandate consent text is shown before saving:

   "By providing your IBAN you authorise your gym to collect payments from your account by SEPA direct debit…"

   Clicking Save stores the IBAN encrypted and creates a signed mandate. Only the last 4 digits are visible after saving.

   

4. 4

   Athlete subscribes to an IBAN plan

   Once the athlete has a valid IBAN mandate on file, they can subscribe to any membership plan configured for SEPA Direct Debit.

   The plan appears on My Profile with status ACTIVE once the branch admin runs the monthly or yearly invoice.

   Tip for admins: Create membership plans with "IBAN" in the name so athletes know the payment method at a glance.

   

5. 5

   Run the monthly invoice

   As a branch admin, go to Billing in the sidebar.

   Click Run Monthly & Yearly Invoice (top-right corner). This generates invoices for all active subscriptions due in the current period — including SEPA plans.

   In production, this billing run is also automated on the 1st of each month at 06:00 UTC.

   The Pending, Overdue, Failed Debit, and Total Outstanding counters update to reflect the newly created bills.

   

6. 6

   Export the SEPA direct debit file

   In the SEPA Direct Debit Export section, select the Month and click Export SEPA file.

   This generates a pain.008 XML file containing all bills due that month with a valid mandate. Upload the file to your bank's online portal to initiate the direct debit collection.

   Below the export panel, use Upload CSV in the Bank Statement Clearing section to reconcile once your bank confirms the collections.

   

7. 7

   Athlete sees their bill

   Athletes can view all their invoices under My Bills.

   Each row shows:

   Column	Description
   Type	The membership plan name
   Amount	Amount due in the branch currency
   Due	Due date
   Method	Payment method (e.g. MANUAL before bank confirmation, or SEPA after)
   Status	PENDING, PAID, OVERDUE, or FAILED DEBIT
   Actions	Download the invoice PDF

   

8. 8

   Invoice PDF — Direct Debit Notice

   The downloadable invoice PDF serves as the pre-notification required under SEPA rules — athletes must receive it before the debit is collected.

   It includes:

   • Branch name and address
   • Athlete billing address
   • IBAN on file (last 4 digits only)
   • Membership plan, amount, and due date
   • Payment method: SEPA Direct Debit
   • Invoice status and mandate reference

   SEPA pre-notification requirement: Debtors must be notified at least 1 business day before the collection date. Sending the invoice PDF by email satisfies this requirement.