Mandates : Sending - Signing - Follow-up

CodaBox needs 2 documents completed and signed by your client, to be authorized to provide the CODA service:

• The Bank Mandate: the Company agrees that CodaBox can collect the CODA from the bank.
• The CodaBox Mandate: the Company agrees that CodaBox can deliver the CODA to the accountant.

Documents (paper version) signed? ➞ Send them to helpdesk@codabox.com

CodaBox sends an e-mail to your client to get the documents signed.

The content of the e-mail depends on the bank and differs depending on whether there is already an active bank mandate for this company or not:

• Argenta, Beobank, CPH, Europabank, ING, Triodos Bank, vdk bank, Viva Wallet:
  ➟ CodaBox sends a link to sign both mandates digitally (CodaBox-sign).
• Bank Van Breda, Belfius, BNP Paribas Fortis, Crelan (AXA):
  ➟ CodaBox sends a link to sign both mandates digitally (Twikey).
• KBC/CBC:
  ➟ CodaBox sends information about the procedure that is to be followed by the account holder in the KBC/CBC banking app for the bank mandate + a link to sign the CodaBox mandate digitally (CodaBox-sign).
• Nagelmackers:
  ➟ CodaBox sends the bank mandate and the CodaBox mandate in PDF format to be signed and returned.

Has your client not reacted to our e-mail within 14 days? 

Our system adapts the status of the mandate in MyCodaBox. This generates a reminder e-mail (max 3 reminders):

• Status: Awaiting signature + Sent to the email address = The client has received his CODA mandate but has not yet signed it.
• Status: Bank procedure + The account holder needs to link each bank account in his online banking app = This is a KBC/CBC client who has signed the CodaBox mandate but who still needs to do the activation in the banking application.

The CODA tab of your MyCodaBox environment displays detailed information about the reminder e-mails sent to your client:

• The number of reminders sent
• The date the reminder was sent
• The e-mail address to which the reminder was sent

CodaBox DOESN'T know your client's e-mail address?

The mandate will remain in 'In Preparation' status in MyCodaBox.

Solution:

• Go to MyCodaBox and look for the mandates in status 'In Preparation' via the list of CODA mandates. 
• Check the mandates that have a 'State date' older than 2 days.
• Open the company by clicking on the company code and enter the e-mail address for this company:

Depending on the bank, you can:

• Send the link to your client for them to sign the documents digitally.
• Download the mandate (in PDF format) and send it to your client for pen signature.

Bank mandate + CodaBox mandate

CodaBox mandate (if bank mandate already active*)

* Active bank mandate :

• After a transfer of an existing company to your office, it is possible that there is already an active bank mandate for this company. In that case there is no need to sign any more bank mandates.
• If it concerns a KBC/CBC bank account, it is possible that the account is already active, because the account holder has already activated the CODA in the KBC/CBC banking app 

We regularly receive CODA mandates that are not correctly signed.

In order to avoid wasting time and delaying the sending of CODA to your Accounting Office, do not hesitate to inform your client about the rules to follow for completing the CODA mandate.

WHAT ARE THE RULES FOR PAPER MANDATES?