Home | Onboarding Debitan & Grayhams

Onboarding Debitan & Grayhams

Welcome to Debitan's partnership with Grayhams and its link to Pinewood software for accounts receivable management. Our joint adventure begins with setting up your environment. Before we can do that, we need some information from you. Because we don't want to forget anything, we use a roadmap for onboarding. The sooner we have this data, the sooner we can start our journey!

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1. STANDARD DATA

We would like to receive the following information from you:

Company name*

As stated in the correspondence

Contact person at the company*

Sender email address*

This is the address from which all mail is sent by Debitan. By default, we put an @debitan.nl address in the system. Your customers will of course see your company name.

Website*

Visiting address*

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Country

Postal address*

Street Address Address Line 2 City State / Province / Region ZIP / Postal Code Country

Phone number*

Chamber of Commerce number*

VAT number*

IBAN*

2. LOGO

On the expressions we do on behalf of your company, we put your logo. For recognition and because it looks much more professional. Therefore, we would like to receive a logo in high resolution in JPG format, with a transparent background.

Logo*

Accepted file types: png, jpg, jpeg, Max. file size: 256 MB.

3. COLLECTION PARTNER

If you already have a collection partner, please let us know who it is and who the contact person is. In addition, we need the phone number and e-mail address for file delivery.

Collection partner*

Yes, I have a collection partner

Contact details

Name *

First Last

Phone*

Email*

4. HOW DO WE ADDRESS YOUR CUSTOMER?

It is important to approach your customers in the right way.

You & Dear

You & Best

Other

5. OPERATIONS

It is also important that when we (temporarily) take over the management we know exactly who we are working for and what the services are like. Of course, we already know you a bit, but if you can briefly explain to us what your company culture looks like, who your customers are and what services or products you provide, we will know all the important stuff!

Description*

6. ANNEX

In our mailing we can enclose files that end up at the bottom of the mail. For example, this can be the general terms and conditions but also the enclosed invoice. Or both!

Do you want to include the same attachment by default?*

Yes, always the same

No, don't send anything with it

What attachment would you like to send along?*

Upload the attachment(s)*

Drop files here or

Accepted file types: png, jpg, jpeg, pdf, xls, xlsx, doc, docx, Max. file size: 256 MB.

7. RECEIVING PAYMENTS ONLINE

With Debitan, you can include a payment link in all outgoing messages, such as e-mail, SMS or Whatsapp. Your customers will then pay much faster, the system works very easily and you only pay when you use it. We do this with your Payment Service Provider or a Provider of Debitan. We use Mollie or EMS pay. You can also request an account yourself through Mollie. For EMS Pay we will contact you. Of course we are happy to help you with the application.

Using Mollie?*

Yes

What do you want to make use of then?

Do you want to cover the cost of iDeal, credit card, etc., or do you want to put it on the customer?*

Placing it with the customer

For your own account

Do you want to cover the cost of iDeal, credit card, etc. or do you want to put it on the customer? The costs vary from € 0.30 (excl. VAT) to 1.50 + 5% commission (excl. VAT). You pay per use.

How do you want to send the online acceptance?*

By email

By letter

By SMS

8. DIRECT DEBIT

If you use direct debit, you can still use Debitan. We set everything up for you based on your direct debit contract. When this is done, you automatically receive the direct debit files that you can send to your bank quickly and easily. If we do that to your IBAN, we will need the following data, all of which can be found on your direct debit contract:

Use direct debit?*

Yes

We can collect via your IBAN, in which case we need data to do so, all of which can be found on your collection contract. But you can also collect via Debitan!

9. MAKE CHANGE SPF RECORD IN THE DNS

We send mails on your behalf, and to do that, a so-called SPF record must be added to the DNS, converts names of computers into numeric addresses or vice versa. Because we will be sending emails on your behalf, it is important that the mail servers we use are included in the SPF record of your domain. This reduces the chances of payment reminders ending up in your debtors' spam folders. This text should be added to the SPF record: include:authsmtp.com. Ask your IT administrator to modify this.

What is an SPF record

An SPF record is a small file on your domain (that's the part after the @ symbol in your email address; in our case, for example, debtors365.co.uk). This file keeps track of which mail servers are allowed to send email on behalf of your domain.

How is an SPF record used?

When someone receives an e-mail sent on behalf of your domain, the recipient's e-mail provider first checks if the mail server used for this purpose is included in the SPF record. If it is, it means that this e-mail was allowed to be sent on behalf of your domain. It is then more likely to be approved and forwarded to the recipient's inbox. Is it not? Then the mail is sent to the spam folder or even rejected. Because you do not want invoices and payment reminders to end up in your customer's spam, it is important that this information is correct!

10. Import PDF Invoices

We offer a number of options for importing your invoices in PDF:

Importing invoices*

Via SFTP, this is set up via Grayhams

Via direct link to your accounting system. Depending on your accounting package, in some cases we can download them directly.

Via email. We can then e.g. be in the BCC of all invoices you mail, so we can process them automatically.

A number of things are important here

First choiceYou specify with us the e-mail address from which you send invoices.

You send the PDF along with the email attachment.

a. You indicate to us the email address from which you send invoices. b. You include the PDF in the attachment of the email.

Email address invoices

Onboarding Debitan & Grayhams