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Overview

Once a payment gateway is enabled, every customer has a default payment method that Nexudus uses to collect their invoices. You set a default for new customers at location level, and you can change it for any individual customer. Customers who pay by direct debit also need a mandate, which they set up from a request email or the Members Portal.

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How to access

  • Default for new customers: Settings → Billing and payments → Payments and currency → Auto-payments, under Default payment method.
  • One customer: Operations → Members & contacts, open the customer, then open the Payments tab.
Auto-payments settings

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Key concepts

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Set the default payment method for new customers

  1. Go to Settings → Billing and payments → Payments and currency → Auto-payments.
  2. Under Default payment method, choose a method in Default Payment Method for new customers.
  3. Select Save changes.
New customers get this method. Existing customers keep theirs.

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Change a customer’s payment method

  1. Go to Operations → Members & contacts and open the customer.
  2. Open the Payments tab.
  3. Choose the Default payment method.
  4. Tick or untick Automatically collect payment for due invoices if payment details are available.
  5. Save the customer.
The Payments tab also has a section for each enabled provider:
When GoCardless or Stripe BACS is enabled for a customer, Nexudus uses only that method to collect their payments automatically. To switch the customer to another method, select Disable GoCardless or Disable Stripe BACS first.

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Send direct debit requests

After you enable GoCardless or Stripe Direct Debit, ask your customers to set up a mandate.
  1. Go to Operations → Members & contacts.
  2. Tick every customer who should receive the request.
  3. From the bulk actions menu, select Send Direct Debit request email and confirm.
Each customer receives an email with a link to enter their bank details and approve the mandate. To resend a request to one customer, open their Payments tab and use Resend sign-up request notification in the provider’s section.
For customers you added before enabling GoCardless, turn on Enable GoCardless Direct Debit payments on their Payments tab before you send the request. Otherwise the link in the email doesn’t lead to a mandate form. To change many customers at once, use a bulk edit.

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Add a location-specific payment method

A customer can hold several mandates for the same provider, one per location. You can’t mix providers for one customer: for example, a customer can have two GoCardless mandates, but not one GoCardless mandate and one Stripe Direct Debit mandate. When a customer approves a mandate through the request email or the Members Portal, Nexudus stores it automatically for the location that sent the request. To add one yourself:
  1. Open the customer, then open Payments → Payment methods.
  2. Select Add payment method.
  3. Choose the Location and the Provider.
  4. Fill in the provider’s details:
  1. Save.
When Nexudus finds a location-specific payment method for the invoicing location and provider, it always uses that one instead of any other details for the same provider. For example, if a customer has a Stripe method for your East Side location and a GoCardless method for your Office location, invoices from East Side are collected through Stripe and invoices from Office through GoCardless.

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Tips

  • Set the default due date with direct debit settlement times in mind. See When payments are collected.
  • Test the mandate flow with your own bank account before you send requests to customers.