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 signed? ➞ helpdesk@codabox.com


What is a correctly signed CODA mandate?

We regularly receive CODA mandates that are not correctly signed by companies.

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


SIGNATURE
OF THE
DOCUMENT
  • Each document must be signed (bank mandate, teletransmission mandate).
  • Only a handwritten signature is allowed, a digital signature is not allowed on a paper document (except for KBC/CBC).


SENDING
OF THE DOCUMENT
  • 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).


Delivering the mandates to your client yourself? YES, VIA MYCODABOX!

Delivery method?

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 SignHere or Twikey link to your client for signing the documents digitally

Note: The SignHere and Twikey options are only available if the status of the mandate in MyCodaBox is 'In Preparation', 'Sent to Client' or 'Available Online'.


How to deliver the mandates to your client via MyCodaBox? 

In MyCodaBox > MANDATES & SERVICES > CODA >  Search for your client > Manage

The possible download actions differ depending on the status of the mandate and the type of bank.


Mandate signature methods?

Bank mandate + Teletransmission mandate

BankSignature methodPlatformVia
ArgentaDigitalSignHereeID or itsMe
BelfiusDigitalTwikeyIstMe or bank card
BNP Paribas FortisDigitalTwikeyeID or itsMe
PaperPDFManual signature
Crelan, Banque Van BredaDigitalTwikeyEid, itsMe or bank card
PaperPDFManual signature
KBC/CBCBank app + PaperBank app + PDF

Teletransmission mandate :

Manual signature or via own digital signature platform (e.g. Connective, DocuSign)


Bank mandate: the client must follow the KBC/CBC procedure and activate CODA via his bank app
All other partner banksPaperPDFManual signature


Teletransmission mandate (if bank mandate already active*)

BankSignature methodPlatform Via
All partner banksPaperPDF

Manual signature or via own digital signature platform (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 which case he/she does not need to sign any more bank mandates.
  • If it is a KBC/CBC bank account, it is possible that the account is already active, because the client has already activated the CODA in his KBC/CBC


What does CodaBox send to your client?

If CodaBox takes care of the mandate management:

We send an e-mail to your client to retrieve the signed documents. 

From now on, in order to reduce the number of administrative documents sent, we only send the necessary.

Content of the e-mail sent to the client 

Bank Mandate already activeBank Mandate NOT active
All banksArgenta Belfius, Crelan, BNP Paribas Fortis, Bank Van BredaKBC/CBCAll banks except Argenta, Belfius, KBC, CBC
Only the Teletransmission MandateSignHere linkTwikey linkTeletransmission Mandate in PDF formatBank Mandate + Teletransmission Mandate in PDF format


* Active bank mandate :

  • After a transfer to your office, it is possible that your client already has an active bank mandate, in which case he/she does not need to sign any more bank mandates.
  • If it is a KBC/CBC bank account, it is possible that the account is already active, because the client has already activated the CODA in his KBC/CBC


CodaBox knows your client's e-mail address: We send him/her a reminder e-mail

If you have chosen to delegate the management of your mandates to us and if we know your client's e-mail address, we will send a reminder e-mail to your client, if he/she has mandates with the following status:

  • Sent-client + Sent by e-mail to your client: The client has received his CODA mandate but has not signed it.
  • Bank procedure +Your client needs to link each bank account in his online bank app: This is a KBC/CBC client who has signed the teletransmission mandate but who has yet to activate it in his/her banking application.


CodaBox DOESN'T know your client's e-mail address: Add his e-mail via MyCodaBox

CodaBox sends the mandates by e-mail to your client (if CodaBox takes care of the mandate management).


If your client's e-mail address is not known to CodaBox, the mandate will remain in 'In Preparation' status.

Go to MyCodaBox and look for the mandates in status 'In Preparation' via 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:


Follow-up of reminder e-mails via MyCodaBox

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

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

What does my client receive?

  • The object of the e-mail contains the word 'Reminder'

  • The e-mail contains clear instructions that describe the steps the client needs to take for the activation of the mandate.

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