RoundRun user guide · GoCardless Direct Debit

Using GoCardless Direct Debit with RoundRun

Connect your GoCardless merchant account, match customer mandates and collect the right RoundRun invoice without storing customer bank details or silently charging older debt.

By Paul at RoundRun · working window cleanerPublished 27 August 20268-minute guide

The short answer

Open Settings → Payments & messages → Direct Debit (GoCardless) and choose Connect with GoCardless. Sign in or create the merchant account on GoCardless, approve the read-write connection and return to RoundRun. Connecting does not collect any money.

After connection, use Sync Direct Debits from GoCardless. RoundRun matches existing mandates where it can and lists anything that needs a manual customer match. For a customer without a mandate, open their RoundRun customer record and choose Set up Direct Debit; the customer enters bank details on GoCardless's hosted page.

Important: syncing a mandate never back-charges an existing invoice. Open that invoice and deliberately choose Collect by Direct Debit if it should be collected.

Step 1

Connect the merchant account

  1. Open RoundRun Settings.
  2. Choose Payments & messages.
  3. Under Direct Debit (GoCardless), choose Connect with GoCardless.
  4. Use the GoCardless sign-in view for an existing account or its sign-up view for a new merchant.
  5. Approve the read-write connection and return to RoundRun.

What the connection means

Authorised, but not collecting

RoundRun shows the connected GoCardless organisation in Settings. The connection lets RoundRun sync mandates and make later, deliberately authorised payment requests for that merchant.

It does not create a mandate, collect an invoice or charge every Direct Debit customer. Those are separate steps with customer and invoice checks.

Step 2

Set up or link customer mandates

A customer needs a suitable GoCardless mandate before RoundRun can collect their invoice.

New Direct Debit

Send the secure setup page

Open the customer in RoundRun, choose Direct Debit as the payment method and select Set up Direct Debit. RoundRun opens a GoCardless-hosted authorisation page. Customer bank details are entered and held by GoCardless, not RoundRun.

Existing GoCardless customer

Sync and match the mandate

Choose Sync Direct Debits from GoCardless in Settings. RoundRun matches active mandates using available customer details. If one remains unmatched, open the RoundRun customer, choose Link an existing mandate and select the correct GoCardless record.

Check the match. Confirm the customer name, property and saved contact details before linking an unmatched mandate. A mandate belongs to the payer, which may not always be the person at the property.

Collect an existing invoice

  1. Open Invoices and select the unpaid invoice.
  2. Check the customer, remaining balance and current mandate status.
  3. Choose Collect £… by Direct Debit.
  4. Read the amount confirmation and continue only if the customer has not paid another way.
  5. RoundRun submits the payment to GoCardless and follows later provider status updates.

For future work, an eligible Direct Debit customer can be collected when the job is completed. The completion flow includes Skip Direct Debit this time for a visit that should not be collected automatically.

Reconciliation

Understand what the statuses mean

RoundRun receives signed GoCardless webhook events and rechecks the provider payment before applying the authoritative status.

Mandate

Awaiting customer signature

The setup link exists, but the customer has not finished the GoCardless authorisation.

Mandate

Set up — awaiting bank confirmation

The customer has completed setup. GoCardless may still be processing the mandate before it becomes active.

Mandate

Direct Debit active

The mandate is active and eligible invoices can be collected.

Payment

Pending

The payment was submitted to GoCardless but has not yet reached a confirmed state.

Payment

Confirmed or paid out

GoCardless has confirmed the payment. RoundRun keeps the payment and invoice record aligned with that provider state.

Payment

Failed, cancelled or charged back

RoundRun returns the invoice to an owing state so the merchant can review the failure and the next action.

Duplicate protection

One provider payment per collection attempt

RoundRun blocks another collection when the same invoice already has a pending, confirmed or paid-out GoCardless payment. New collection requests use stable invoice-based idempotency so a repeated request does not silently create a second provider payment.

Failed payment retry

Retry the existing payment safely

When an eligible GoCardless payment has failed, RoundRun uses GoCardless's payment retry operation and updates the existing RoundRun payment row. It does not create another row with the same provider payment ID. If the invoice balance changed after failure, RoundRun stops and asks the merchant to review it first.

Disconnecting or removing RoundRun data

Choose Disconnect in Settings to stop RoundRun using the connected GoCardless account. This does not cancel customer mandates inside GoCardless.

Deleting a RoundRun customer or account also does not cancel an external GoCardless mandate. Review and cancel mandates in the GoCardless dashboard when that is the intended outcome.

Need help? Contact support@roundrun.co.uk with the RoundRun customer or invoice reference. Never send passwords, access tokens or full bank details by email.

Frequently asked

GoCardless and RoundRun

Does connecting GoCardless collect any money?

No. Connecting authorises RoundRun to work with that merchant account. A collection still needs an eligible mandate and a specific invoice or completed-job action.

Can I link mandates already in GoCardless?

Yes. Sync Direct Debits in Settings, then link any unmatched mandate from the relevant RoundRun customer record.

Does RoundRun store customer bank details?

No. The customer enters bank details on GoCardless's secure hosted page. RoundRun stores the relationship to the GoCardless customer and mandate, not the bank details.

Will sync collect an older invoice?

No. Syncing links the mandate only. Open the existing invoice and deliberately choose Collect by Direct Debit if it should be collected.

Does disconnecting cancel mandates?

No. Disconnecting stops RoundRun from using the connection. Manage or cancel external mandates in GoCardless.

RoundRun payments

Keep the invoice and provider status together

Connect the merchant account, link each payer carefully and let RoundRun follow GoCardless payment updates back to the invoice.

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