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Gocardless paylinks - tagging


I have attached an image with all relevant screens in.

I’m having an issue tagging.

  1. I use gocardless pay links, these are ideal as it allows me to link a customer to the same link, such as to setup a recurring bill/invoice.
  2. Once there, they create a ‘mandate’ (direct debit link) and a one off fee of £60 is charged. Ideal.
  3. As it is so useful, new customers join every month, and I sometimes have two join, so £120.

However, when it comes to tagging, since gocardless pay outs are combined, I get around £118 back. But quickfile doesn’t seem to let me tag two invoices from two different clients. See attached.

How am I supposed to tag these correctly?

Look up the knowledge base article about handling payments from a merchant provider - essentially you need a “bank account” in QuickFile to represent GoCardless, mark the invoices as paid in full into that account, and the single settlement payment in to your current account as a transfer from the GC account. The residual balance in the GC account equals the fees you were charged, which you typically settle once a month as a purchase with GoCardless as the supplier.


If I was an accountant, this would help a lot. As it stands, this is beyond me and I don’t think it’s something I should have to do as a quickfile and gocardless user.

Nonetheless this is how you have to represent it, and it’d be the same in any book keeping package, it’s not specific to QuickFile. You’re invoicing your customer for £60, they’re paying £60 to you and you’re separately paying 80p to GoCardless in fees. The fact that GC deduct their fee before sending you the net doesn’t matter, you have to record the £60 as income and the 80p as overheads, not just £59.20 income.

If you were issuing invoices to your customers in QuickFile and using the GoCardless integration then this is what it would do automatically - payments from customers go in to a holding account, settlement payments from GC are bank transfers, and fees are money out of the holding account. The holding account balance represents the money that customers have given to GC but they haven’t yet (or ever) passed on to you.

If you know a customer has paid you in full. It doesn’t take much to add a new bank account for GC
Enter manually a money in transaction for the full amount.
Enter manually a money out transaction for the fee.
And enter manually a transfer for the balance and link it to your main bank account where the GC payment appears.

I don’t think this is so complicated that only a professional understands. It’s quite simple once it’s done the first time.