Which documents does your client need to sign? 

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


Click here for more info on the beneficiary on the mandates.


Are your mandates managed by Codabox?

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:


There is already an active bank mandate:
            ➟ Codabox sends a link to sign the Codabox mandate digitally.

There is no active bank mandate:
  • Argenta, Beobank, Caisse d’Epargne Belgium, CPH, Deutsche Bank, Europabank, ING, Scrada, 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.




Notify your client in advance:
Here you will find a handy e-mail template (in FR / NL). Use this sample mail to let your client know that the bank account holder needs to sign the mandates and will receive an email from Codabox to do so. 


Has your client not reacted to our e-mail within 7 days? 

Our system adapts the status of the mandate in MyCodabox. This generates a weekly reminder e-mail (max 4 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 must link each bank account in their 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.


Has your client still not signed after 1 month?

If so, you'll receive a notification in MyCodabox (in the top-right corner of the white menu bar). It's best to contact your client yourself.


Follow-up of reminder e-mails via MyCodabox

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

➟ You can also give your client a nudge yourself. More info below.


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:Follow-up of mandates in MyCodabox

Do you want to prompt your client yourself?
✦✧✦Give your client a nudge, via MyCodabox✦✧✦
Go to MyCodabox > Mandates & Services > CODA:
Find mandates with status 'In Preparation' or 'Awaiting Signature'.
Open these mandates via the button Manage in the rightmost column.CODA overview of status
Is the account holder present at your office?
➟ Click Start signing now.
Start signing nowThe account holder can sign via eID or itsme.		Do you want to reach out to the account holder?
➟ Click the copy icon (or the download icon).
Copy signing linkPaste the link into an email and explain to your client why the signature is required.
             OR

➟ Click the blue arrow icon. 
Send signing request
Codabox resends the signing request to the account holder via email.


Mandate signature methods?


Bank mandate + Codabox mandate

BankSignature methodEnvironmentViaSend back to Codabox?
Argenta, Beobank, CPH, Deutsche Bank, Europabank, ING, Scrada, Triodos Bank, vdk bank, Viva WalletDigitalCodabox-signeID or itsmeNo
Bank Van Breda, Belfius, BNP Paribas Fortis, Crelan(AXADigitalTwikeyeID or itsmeNo
KBC/CBC Bank mandateDigitalBanking appThere is a separate KBC/CBC procedure: the account holder receives an email to sign the mandate AND make the Codabox link via their banking appNo
KBC/CBC Codabox mandateDigitalCodabox-signeID or itsmeNo
NagelmackersPaperPDFManual signature (pen)Yes


Codabox mandate (if bank mandate already active*)

BankSignature methodEnvironmentVia
Send back to Codabox?
All partner banksDigitalCodabox-sign

eID or itsme

No


* 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.


Paper version of mandates: What is a correctly signed CODA mandate?

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?


INTEGRITY:No changes can be made to the document: no information can be added, modified or deleted.


SIGNATURE:Each document must be signed (bank mandate, Codabox mandate).
Only a handwritten signature is allowed, a digital signature is not allowed on a paper document.


SENDING:The filled in and signed document must be returned to Codabox in PDF format (not as an image or photo) and via e-mail only (not via Dropbox or WeTransfer).