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

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

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 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.

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

✦✧✦Do you want to prompt your client yourself?✦✧✦ Go to MyCodabox > Mandates & Services > CODA: Find mandates with status 'In Preparation' or 'Awaiting Signature'. Is the account holder present at your office? ➟ Click Start signing now. The account holder can sign via eID or itsme. Do you want to reach out to the account holder? ➟ Click the copy icon. Paste the link into an email and explain to your client why the signature is required.              OR ➟ Click the blue arrow icon.  Codabox resends the signing request to the account holder via email. ✩ In the case of KBC/CBC: ask the legal representative to type the word 'Codabox' in Kate on KBC mobile and to follow the steps. You can also share these instructions.

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:

1. Go to Mandates & Services > CODA.
   Mandates with status 'Awaiting signature' are to be signed. 
2. Open these mandates via the button Manage in the rightmost column, below 'Actions'.
   You'll see the account number(s) which you want to request CODA for.
3. The available buttons and instructions vary depending on your situation and the bank in question:
   • Click the copy-icon (Copy signing link) and forward the link to the company representative.
     ✩ In the case of KBC/CBC: also provide these instructions for linking via the banking application.
   • Use the download-icon for signature on paper. Make sure that a scan of the signed document is sent to helpdesk@codabox.com.

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?