Top up your Cledara account via Direct Debit

You can now fund your Cledara account through Direct Debit – available for both SaaS and Spend accounts. This feature enables a seamless and automated top-up process for your Cledara account.

This feature is available to different user roles within Cledara:

Jump to the action you'd like to know more about:

  Manage your mandates
  Manage your rules
  Create one-off transfers
  Check transfer status

Jump to the FAQ section below:

  Where is Direct Debit available?
  What types of rules can I create?
  What account details are necessary to create a mandate?
  How long does a transfer take?
  Is there a limit to the transfer amount?
  What happens to my transfer when I cancel a mandate?

Manage your mandates

Add a mandate

To begin topping up your account via Direct Debit, you'll need to create a mandate that links your bank account to Cledara:

1. Navigate to the Settings > Workspace settings > Direct Debit tab.
2. Click the Add Mandate button.
3. In the Mandate creation pop-up, fill in the required fields:
   • The Cledara account (SaaS or Spend) the mandate is for
   • Currency and the corresponding account details
   • Company legal name
   • Representative's first and last name of the account you're connecting
   • Bank account owner’s address
4. Click Create to save the mandate.
5. You will be redirected to a confirmation page supported by Mangopay. Review the bank account details that the Direct Debit will be requested to, and click Confirm.
6. Once created, the mandate will appear as Active in the Mandates tab with a unique ID (e.g. #M00068), showing the corresponding account number details.

Each account can have one mandate per currency. If your mandate is marked as pending, it means that confirmation is not yet complete. Click the Confirm button on the right to activate your mandate.

Cancel a mandate

When a mandate is cancelled, all rules created for this mandate will be disabled. Your account details will remain on the platform to facilitate reactivation in the future. If you click Reactivate, you will simply need to confirm your account details with Mangopay again, and your previously created rules will be toggled back on automatically.

Delete a mandate

After a mandate is cancelled, you have the option to remove the mandate and its associated rules completely from the platform with the Delete button. If you want to create the mandate again, you will have to create the mandate and rules from scratch.

Manage your rules

Add a rule

With an active mandate in place, you can automate how and when funds are added to your account.

To add a rule:

1. From the corresponding mandate card, click Add Rule to create a funding trigger.
2. Choose from two rule types:
   • Recurring funding based on the day of the week (weekly) or date of the month (monthly). Specify the top-up amount and the start date. If you set the start date as today, a transfer will be created immediately.
   • Threshold-based funding based on your Cledara's available account balance. Specify the threshold amount, the top-up amount and the start date. The top-up amount has to be greater than or equal to the threshold amount. If your available balance is already lower than the threshold when you create the rule, a transfer will be created immediately.

Each rule is listed with a unique ID (e.g. #R00074), instructions, top-up amount, and the rule status.

Deactivate a rule

Each rule can be toggled off and on any time, and the action is reversible. When a rule is turned off, any withdrawn funds will continue to work their way to your account, but no new transfers will be created from then on.

Delete a rule

Deleting a rule will permanently remove it from your account. No new transfers will be created, but any in-progress transfers will still be completed if the funds have already been withdrawn.

To create a similar rule in the future, you’ll need to set it up from scratch.

Create one-off transfers

Apart from rules, you can also create one-off transfers, requesting funds from your bank account directly from Cledara with .

Note that through Direct Debit, it will take around 4-5 business days for banks to process your funds. If you need to top up your account urgently, please arrange a transfer directly from your bank.

Check Transfer Status

Once rules or one-off transfers are created, you can monitor their processing status under the Transfers tab:

Each transfer displays:

• Payment initiated date
• Transfer ID
• Associated Mandate & Rule
• The SaaS or Spend account the funds are topping up
• Currency
• Transfer amount
• Transfer Status

This view gives visibility into past and ongoing transfers based on the SaaS or Spend privileges you have. 

FAQs

Where is Direct Debit available?

For our EEA customers, Direct Debit top-ups are available in countries within the Eurozone (EUR). We are working to support non-Eurozone EEA countries in the future.

What types of rules can I create?

Cledara lets you automate top-ups using two types of funding rules:

Recurring funding: automatic top-ups on a weekly (by day of the week) or monthly (by calendar date) basis.

You define the top-up amount and the start date. If you set the start date as today, a transfer will be created immediately.

Threshold-based funding: an automatic top-up when your available balance drops below a specified threshold.

You define the threshold amount, the top-up amount and the start date. The top-up amount has to be greater than or equal to the threshold amount. If your available balance is already lower than the threshold when you create the rule, a transfer will be created immediately.

What account details are necessary to create a mandate?

To create a mandate, you will need to provide the following details for verification:

• Your company legal name
• Your company address
• First and last name of an authorised representative of your bank account

For GBP account:

• Sort code
• Account number

For EUR account:

• BIC
• IBAN

How long does a transfer take?

Transfers via Direct Debit typically take 4–5 business days to process. We recommend initiating your top-up in advance to ensure the funds are available before any upcoming payments. The very first transfer you make can take up to 6 business days.

Is there a limit to the transfer amount?

Yes, the maximum transfer limit depends on the currency of your transfer:

• Transfer in GBP: £250,000
• Transfer in EUR: €300,000

What happens to my transfer when I cancel a mandate?

All funding rules linked to the cancelled mandate will be automatically disabled. No further transfers will be initiated under that mandate.

If a transfer is already being processed and the funds have been withdrawn from your bank, the transfer will continue and should be completed within a few business days.

If the transfer has not yet been processed, or if the mandate is cancelled before funds are withdrawn, the transaction will fail. No money will leave your account, and the transfer will appear as failed in your Cledara account.