Charges for direct debit without manual intervention
This is how we connect Paycomet and Holded
Cada domiciliación bancaria que se gestiona a mano es una oportunidad para el error: un dato mal copiado, un mandato que se olvida enviar, un cobro que llega tarde porque alguien no tuvo tiempo de ejecutarlo. Para empresas que facturan por SEPA de forma recurrente, ese pequeño margen de error se multiplica cada mes.
At GROUPmee we met with IntegraEnergías that managed its collections through direct debit by manually connecting two worlds that didn’t communicate with each other: Holded, where the SEPA mandates were generated, and PAYCOMET, the payment platform responsible for executing them. Each mandate had to be transferred by hand from one system to the other, with the resulting risk of typos and delays in collection.
The problem: two systems that don’t communicate
Holded centralizes billing and accounting. PAYCOMET handles the actual collection through the payment gateway. They are two key pieces of the billing cycle, but without integration, they work like separate silos.
This translates into repetitive tasks for the administrative team: checking which mandates need to be collected, entering them manually in PAYCOMET, verifying that the amount and bank details match, and then reconciling that payment with the accounting record in Holded. It’s a time-consuming process and, the more customers on direct debit, the more likely it is to go wrong.
The solution: an end-to-end automated flow
At GROUPmee we have developed an integration between PAYCOMET and Holded with the goal of making the entire direct debit payment cycle work automatically, without anyone having to manually intervene at any step.
The flow works like this:
1. Generation of the SEPA mandate in Holded
When a direct debit mandate is created in Holded, it is recorded as the source of the transaction.
2. Automatic send to PAYCOMET
Make detects the new mandate and sends it automatically to PAYCOMET, without anyone having to export or enter data manually.
3. Mandate validation
PAYCOMET validates the information received, checking that the bank details and the amount are correct.
4. Execution of the Payin
Once validated, the corresponding payment (Payin) is executed automatically, without manual intervention.
The whole process happens in the background. The admin team stops chasing mandates and payments one by one, because the system already does it for them.
Why Make as middleware
This type of integration could be approached as a custom development, with the usual consequences: more time, higher cost, and more dependency on a developer for any future changes. We chose Make because it allows connecting PAYCOMET and Holded as a no-code middleware, defining the complete flow (trigger, validation, and execution) without writing a single line of code.
This has an additional advantage: if tomorrow the process needs an extra step, for example, notifying the sales team when a payment fails, or generating an automatic report of pending direct debits, it can be added directly to the existing flow without redoing the integration from scratch.
Results
The automation of the bank debit collection cycle resulted in three concrete improvements:
- Faster collections: The time between generating the mandate and executing the Payin is minimized, since it doesn’t depend on someone processing it manually
- Elimination of typing errors: With manual data entry between systems gone, the main source of mistakes in amounts and bank details disappears too
- Easier accounting reconciliation: With collections executed and recorded automatically, the accounting team spends less time matching transactions and more on analysis tasks.
A replicable integration for any company with recurring payments
You don’t need a dedicated development team or months of work to get rid of manual tasks that are wasting time and causing errors every day.
If your company handles direct debit payments, invoices regularly, or just has processes that today rely on copying data from one system to another, there’s a good chance a workflow like this is waiting to be automated.