GoCardless Integration

Follow the steps below to connect ClinicOffice with your GoCardless account, create mandates, and set up recurring payments

Setup GoCardless in ClinicOffice

  1. In ClinicOffice, go to:
    View → Program Settings → Global Settings → Setup GoCardless
  2. Double-click on the Default Account (or the clinic account) you would like to link to GoCardless.
  3. Click Login to GoCardless and enter your GoCardless account details.
  4. If successful, you will see a confirmation screen.
  5. Go to ClinicOffice → Tools and confirm that GoCardless Manager is now available.

GoCardless Manager

The GoCardless Manager enables you to view linked, unlinked mandates and manage these links to your patients/contacts.

  • You can click the Auto-link unlinked customers and it will attempt to link existing GoCardless customers with ClinicOffice patients and contacts (email address is used for these links).
  • You can manually link the GoCardless Customer by right clicking on their name and selecting Link To. You can then find the patient/contact and link them to the mandate.
  • Right click will also enable you to remove links if they are incorrect.
  • The GoCardless Event Log lists events as they are received from GoCardless.

Add a Patient / Contact to GoCardless

  1. Open the patient’s/contact’s record in ClinicOffice.
  2. Select the GoCardless tab.
  3. Click Generate GoCardless Sign-Up Link to generate a unique URL for the patient.
  4. Send this link to the patient/contact by email or SMS.
  5. When the patient/contact clicks the link, they will be directed to a secure GoCardless page where they must enter their bank and personal details.

When a patient/contact already has mandates linked to their ClinicOffice account, the system will generate a link to the most recently linked GoCardless account. If no mandates exist, a new customer account will be created in GoCardless.

Mandate Approval Process

Once the patient/contact has entered their details:

  • The right-hand panel in the GoCardless screen will show the mandate status. This will cycle from-
    • Pending Submission (to the bank)
    • Submitted (waiting for bank approval)
    • Active.

Creating a Subscription

  1. From the patient’s/contact’s record in ClinicOffice select the GoCardless tab.
  2. Select the mandate you wish to add the subscription to by left-clicking on it in the Direct Debit Mandates list panel (it will need to be an active mandate for you to add a subscription).
  3. Either click on the link New Subscription or right click in the subscriptions list panel (just below the link) and choose + New Subscription.
  4. You can link the description to an existing charge item or add your own.
  5. Enter the subscription details (e.g., amount, frequency, start date).
  6. Click OK to confirm.

The subscription will now automatically collect payments from the patient/contact via Direct Debit.

When you collect payments through GoCardless, there will be a short delay between the payment being requested and the money reaching your account. This delay is not caused by ClinicOffice – it’s simply part of the standard banking process for Direct Debit payments.

GoCardless explains these timings in more detail here:

https://support.gocardless.com/hc/en-gb/articles/210535689-Bacs-UK-payment-timings