Which documents does my client need to sign?
CodaBox needs 2 documents completed and signed by your client, to be authorised to provide the CODA service:
- The Bank Mandate: the Company agrees that CodaBox can collect the account statements in digital format (CODA) from the bank.
- The Teletransmission Mandate: the Company agrees that CodaBox can deliver the account statements in digital format (CODA) to the accountant.
Documents (paper version) signed? ➞ helpdesk@codabox.com
Delivering the mandates to your client yourself? YES, VIA MYCODABOX!
Depending on the bank, you can:
- Download (in PDF format) the teletransmission mandate or the full mandate and send it to your client for signature.
- Send a digital (CodaBox-sign) or Twikey link to your client for signing the documents digitally.
Mandate signature methods?
Bank mandate + Teletransmission mandate
| Bank | Signature method | Environment | Via |
| Argenta | Digital | CodaBox-sign | eID or itsMe |
| Belfius | Digital | Twikey | IstMe or bank card |
| BNP Paribas Fortis | Digital | Twikey | eID or itsMe |
| Paper | Manual signature | ||
| Crelan, Banque Van Breda | Digital | Twikey | Eid, itsMe or bank card |
| Paper | Manual signature | ||
| KBC/CBC | Banking app + Paper | Banking app + PDF | Teletransmission mandate : Manual signature or via own digital signature environment (e.g. Connective, DocuSign) Bank mandate: the client must follow the KBC/CBC procedure and activate CODA via the banking app |
| All other partner banks | Paper | Manual signature |
Teletransmission mandate (if bank mandate already active*)
| Bank | Signature method | Environment | Via |
| All partner banks | Paper | Manual signature or via own digital signature environment (e.g. Connective, DocuSign) |
* Active bank mandate :
- After a transfer to your office, it is possible that your client already has an active bank mandate. In that case he/she does not 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 client has already activated the CODA in the KBC/CBC banking app
CodaBox takes care of the management of your mandates?
CodaBox sends an e-mail to your client to collect the signed documents.
The content of the e-mail depends on the bank and differs when the client already has an active mandate or not:
| Bank Mandate already active | Bank Mandate NOT active | |||
| All banks | Argenta | Belfius, Crelan, BNP Paribas Fortis, Bank Van Breda | KBC/CBC | All banks except Argenta, Belfius, KBC, CBC |
| Only the Teletransmission Mandate | Digital signature link (CodaBox-sign) | Twikey link | Procedure to be followed by the customer in the KBC/CBC banking application + Teletransmission Mandate in PDF format | Bank Mandate + Teletransmission Mandate in PDF format |
Your client did not react to our e-mail after 14 days?
Our system adapts the status of the mandate in MyCodaBox. This generates a reminder e-mail (max 3 reminders):
- Status: Sent-client + Sent by e-mail to your client = The client has received his CODA mandate but has not yet signed it.
- Status: Bank procedure +Your client needs to link each bank account in his online banking app = This is a KBC/CBC client who has signed the teletransmission 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?
If your client's e-mail address is not known to CodaBox, the mandate will remain in 'In Preparation' status.
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 client by clicking on the client code and enter the e-mail address of your client:
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?
| DOCUMENT INTEGRITY |
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| SIGNATURE OF THE DOCUMENT |
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| SENDING OF THE DOCUMENT |
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