How to create an e-mandate
This guide will walk you through the process of creating an e-mandate page for your clients to sign up for your product or service and pay via your preferred payment method. Once created, and published, you can share these e-mandate pages with clients using a direct link or QR code.
How to create an e-mandate page
Navigate to the Payments section in your left navigation bar.
Select E-mandates.
Click the + Create button in the top-right corner.
Select the payment method you would like your clients to sign up with.
Enter the details following details on the first tab called Details.
Title: Enter a clear and concise title for the e-mandate page. Your clients will see this.
E-mandate description: Write a brief description explaining the purpose of this payment. (e.g., "Sign up for our service with easy monthly payments")
Redirect after payment: The Redirect After Payment field allows you to specify a custom URL where customers will be redirected to once they have successfully submitted their e-mandate, instead of seeing the default confirmation message. OR
Success message: Specify a default confirmation message to display to customers after they've completed the sign-up if you don't have a custom page ready to redirect them to.
Send notifications To: If you would like to notify a user whenever there is a new submission, provide the email address of that user here.
While the Title is the only mandatory field on this tab, keep in mind that your clients will see the Title, Description, and Success Message. Use these fields wisely to communicate effectively with your clients, ensuring clarity and professionalism.
Click on Next step to proceed to the Payment details.
Continue by following the guide for the payment method you have selected.
Interval: Select the payment frequency (e.g., Monthly, Yearly or One-time).
Day to Process: elect the day(s) you would like to offer as options for your customers.
Do you want a fixed payment amount on the e-mandate?:
If you want all customers to pay a set amount, enable the Fixed Amount option and enter the amount in the field provided.
If you want customers to decide how much they would like to pay, leave this option disabled.
Start collecting: This setting determines when payments should begin.
As soon as possible – Payments will start on the process day selected by your customer.
After X months – Choose how many months after the first process day collections should begin. This is useful if you’re running a special promotion and want your customers to start paying after a few free months.
End collecting: Set an end date for the payment collection, if applicable to your product or service.
Create payment records?: This setting allows you to review a mandate before creating a running payment.
If enabled, the system will automatically create a payment record at the same time as the mandate, and the collection will be processed on the process day selected by your customer.
If disabled, you can review the mandate first and create the payment manually.
Create a PDF mandate: You can create a PDF mandate for EFT debit orders by enabling this toggle. The PDF can be downloaded and sent to your customer after they’ve signed up.
To download the mandate:
Navigate to the customer’s mandate in the Mandates section.
Click the Action button on the right side of the record.
Select Download to save the PDF.
Interval: Select the payment frequency (e.g., Monthly, Yearly or One-time).
Day to Process: elect the day(s) you would like to offer as options for your customers.
Do you want a fixed payment amount on the e-mandate?:
If you want all customers to pay a set amount, enable the Amount option and enter the amount in the field provided.
If you want customers to decide how much they would like to pay, leave this option disabled.
Max collection - Kwik allows setting a limit of 1.5 times the agreed recurring collection amount. If this is not applicable, simply add the same amount as the recurring amount.
First collection - The First collection field allows you to charge a different amount for the first payment compared to your regular recurring collections.
If the first collection amount is the same as your recurring amount, leave this field blank.
Start recurring instalments one interval after first collection?: This field becomes available if you have set a first collection amount, you can choose how the recurring payments behave:
Checked: The first collection is charged for the first month, and the recurring amount starts from the following month.
Unchecked: The first collection is charged in addition to the recurring amount, creating two debit orders in the first month.
Start collecting: This setting determines when payments should begin.
As soon as possible – Payments will start on the process day selected by your customer.
After X months – Choose how many months after the first process day collections should begin. This is useful if you’re running a special promotion and want your customers to start paying after a few free months.
End collecting: Set an end date for the payment collection, if applicable to your product or service.
Create payment records?: This setting allows you to review a mandate before creating a running payment.
If enabled, the system will automatically create a payment record at the same time as the mandate, and the collection will be processed on the process day selected by your customer.
If disabled, you can review the mandate first and create the payment manually.
The first available process date is always 4 days from today.
For example, if today is 1 October, the earliest a debit order can be processed is 5 October.
This ensures there’s enough time to set up and validate the payment.
Click on Next step to proceed to the Ts & Cs tab.
Terms and Conditions for E-Mandates: Depending on the payment method selected for your new e-mandate, and the payment settings you configured in the previous tab, the system will generate default Terms and Conditions. These are based on the minimum legal requirements for that specific payment method.
You may edit and amend these terms as needed to suit your business. However, please note:
All replacement tags must appear at least once in the Terms and Conditions, otherwise the e-mandate cannot be submitted.
Each replacement tag (e.g. customer name, amount, dates) will automatically update with the correct details when your customer completes the e-mandate.
To use a replacement tag, simply click on it to copy and then paste it into the Terms and Conditions box where you want it to appear.
This ensures your Terms and Conditions remain valid while being personalised for each customer.
Submit and Publish
Review all the details entered.
Click Submit to create the e-mandate.
Once created, you can manage the e-mandate's (Draft or Published) and share it with clients via a direct link or QR code.
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