How to configure RMS for Direct Debits with GoCardless

Overview

Direct Debit (GoCardless) in RMS 9+ enables properties to collect guest payments directly from a guest’s bank account, rather than using a credit card. 

Once RMS is linked to GoCardless and a guest has authorised a Direct Debit mandate through a secure GoCardless page, you can collect payments from their bank account for:

• One-off payments
• Long‑stay or regular rent
• Automated invoice runs

RMS keeps a secure mandate token (not the bank account details) and receives updates from GoCardless, so payment and mandate statuses are updated automatically. You can view status information from:

• The Guest Profile
• The Reservation screen
• Reservation Accounts > Receipts > Direct Debit (GoCardless)
• The Direct Debit (Bank Automation) dashboard

Prerequisites

Before you start sending mandates or taking payments, a couple of things need to be in place.

GoCardless Account

To use the RMS Direct Debit (GoCardless) function, you will need a "GoCardless" account. 
If you don't have a GoCardless account, you can sign up for one HERE. 

Before enabling Direct Debit (GoCardless) in RMS, ensure you have an active GoCardless merchant account, fully verified (business details, bank account, etc.), and you have on hand: 

• The Email address registered to your GoCardless Account
• The Password to your GoCardless Account

Security Profiles

To use Direct Debits, there are 3 levels of access that you will need to consider for your Security Profiles. 

• Direct Debit Gateway Setup: Required to connect the GoCardless gateway and view integration status (usually Admin‑only).
  • Profile Function: 
    • Property Options
• Direct Debit Mandate Management: Required to send and manage guest mandates from the Guest Profile, Reservation, and Account screens.
  • Profile Function: 
    • Allow User to Modify Direct Debit Mandate
• Direct Debit Payment Processing: Required to process Direct Debit payments manually, in bulk via the Direct Debit (Bank Automation) dashboard, and via Automated Invoicing / Payment Schedules.
  • Profile Function: 
    • Client Direct Debits
    • Direct Debit (Bank Automation)
    • Automated Invoice and Payments
    • Automated Payments Dashboard

If a staff member can’t see the Direct Debit options, an RMS administrator or someone who has access to the Security Profiles will need to update their Security Profile to include the appropriate Direct Debit permissions.

In the Side Menu of RMS, navigate to Setup > Users > Security Profiles > Add/Edit a Security Profile. 

1. Search (Highlight) for the Profile Function
   (The Search Results are highlighted in Yellow)
2. Click Yes or No to change the setting.
   Allow = Grants the user full access to this function.
   Read Only = User can view the function but cannot make changes.
3. Save/Exit. 

Form Letter/Correspondence Templates

To send a Direct Debit Authorisation Request (Direct Debit Mandate), you must use a Form Letter that includes a secure link to the GoCardless Direct Debit Authority portal for the guest to complete.   A Templated Form Letter has been created for you to use or refer to. You can find it HERE.

The Direct Debit Mandate form letter is like any other form letter in RMS, but it uses a "DirectDebitMandate_AuthLink" merge field that will take the guest to the GoCardless Mandate Authority portal. 

You can find this merge field in the Form Letters under the: 

• Merge Table: Guest or Client
• Merge Field: «cDirectDebitMandate_AuthLink»

Banking and Currencies

You must ensure that the bank accounts and currencies supported by GoCardless match your RMS property configuration.

To check your property's configuration, go to: Setup > Property Options. Property Information > Edit your Property > Property Information Tab. 
Here you will need to check: 

• Country
• Time Zone

Also, make sure that any cut‑off times, processing delays, and settlement rules from GoCardless are understood by your finance or administration team.

Setup Guide

Connect GoCardless to RMS

• If you already have a GoCardless account with existing Mandates, it is important to know that your existing GoCardless Mandates will Not Automatically apply to Guests or Reservations in RMS.
  If you need to bring your existing GoCardless Mandates into RMS, please contact our Support Team HERE.
• If you are new to GoCardless and Do Not have any existing mandates, continue with the following steps. 

In the Side Menu of RMS, go to Setup > Property Options > Property Information and Edit a Property.   

1. Navigate to Direct Debit (GoCardless)
2. Click on "Connect Direct Debit Gateway (GoCardless)". 
   This will redirect you to the GoCardless Portal 
   
    

3. Follow the prompts to connect to your GoCardless Account. 

   

    

4. Once connected, you should see the message "GoCardless gateway is connected and active." 
5. Save & Exit. 
   
    

Disconnecting GoCardless

GoCardless Mandates and Authorisations are registered to the Organisation ID of the GoCardless account, not to the RMS property.

If you disconnect GoCardless from an RMS property and then connect that property to a different GoCardless account, any existing Mandates and Authorisations will remain active on the original GoCardless account. 
They are not transferred to the new GoCardless account and will not be accessible in RMS.

Reconnecting the RMS property to the original GoCardless account will restore access to the original Mandates and Authorisations.

Trouble Shooting 

If you are experiencing issues, check out our Troubleshooting guide HERE.