GoCardless

PropLink integrates with GoCardless for two purposes:

• Direct Debit collection from leaseholders and tenants.
• Open Banking bank feeds from your client and operating accounts.

The same GoCardless connection covers both.

Connect a GoCardless account

1. Open Settings → Integrations → GoCardless.
2. Click Connect.
3. You are redirected to GoCardless to sign in.
4. Authorise PropLink as a connected app.
5. PropLink confirms the connection.

For Direct Debit collection, GoCardless needs your business details to set up the Bacs Service User Number; this happens once during sign-up.

Set up a Direct Debit mandate

For each leaseholder you want to collect via Direct Debit:

1. Open the leaseholder's contact.
2. Click Direct Debit → Send mandate invitation.
3. The leaseholder receives an email with a link to set up the mandate online.
4. They complete the mandate with GoCardless.
5. PropLink stores the mandate against their contact and unit.

Collection workflow

Once a mandate is active:

1. PropLink raises a debtor invoice on the issue date.
2. PropLink schedules a GoCardless payment for the due date.
3. GoCardless collects from the leaseholder's bank account.
4. GoCardless reports the result.
5. PropLink records a receipt on success, or flags the failure on the unit and notifies the operations team.

Connect an Open Banking feed

For automatic bank statement imports:

1. Open Financials → Bank accounts → your account → Connect feed.
2. You are redirected to GoCardless and your bank.
3. Sign in to your bank and authorise read-only access to transaction data.
4. PropLink starts pulling transactions every hour.

Re-authorisation

UK Open Banking rules require reauthorisation every 90 days. PropLink notifies you ten days before expiry. To reauthorise:

1. Open the bank account.
2. Click Reconnect feed.
3. Re-authorise with your bank.

See GoCardless reconnection required for the troubleshooting guide.

Failed Direct Debits

Common failure reasons:

• Insufficient funds.
• Mandate cancelled by the leaseholder.
• Bank account closed.
• Refer to payer (account holder needs to authorise).

PropLink shows the failure reason and lets you retry, cancel or escalate to your arrears workflow.

Fees

GoCardless charges a per-transaction fee for Direct Debit. The fee is borne by the agent and can be recorded as an expense ledger entry. Open Banking access is free for read-only feed connections.