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# How to schedule a pre-authorized debit (PAD) collection in Plexflow

[https://www.youtube.com/watch?v=apDFo5Ns9R4](https://www.youtube.com/watch?v=apDFo5Ns9R4)

Pre-authorized debits let you automatically withdraw rent from the tenant’s bank account.

To schedule an automatic collection in Plexflow, three steps must be completed:

1. Verify the owner’s bank account
2. Set up the tenant’s bank account
3. Schedule the automatic pre-authorized debit collection

## 1. Verify the owner’s bank account

Before you can schedule pre-authorized debits, the bank account that will receive the funds must be verified.

### Select the subaccount

Go to your Plexflow platform and select the subaccount **in which you want to set up the bank account.**

Each Plexflow subaccount is associated with a distinct bank account. Make sure you select the right subaccount before you start.
Once the subaccount is selected:

1. Click the profile icon in the top right corner.
2. Select **Profile**.
3. Go to the **Integrations** section.
4. Click **Verify for payments**.

A form with three sections will appear.

![The three sections of the owner bank verification form: Management company, Owner information, and Owner banking information](https://storage.crisp.chat/users/helpdesk/website/-/9/9/5/a/995a701e47028800/image_15r5ii6.png)

### Section 1 – Management company (main account)

- **Legal name of the management firm or parent entity**

➝ This name must match exactly the information registered with the **REQ (Registraire des entreprises du Québec)**.
➝ If you operate as an **independent owner**, you can simply enter **your personal name**.

- **Primary business address** of the business.
- **Phone** for questions related to the account.
- **Email** for signing the contract.
- **Void cheque** for the main management account.

If you are an owner and do not have a registered company, you can use your personal information.

### Section 2 – Owner information (Subaccount)

- **Landlord name** associated with the subaccount.
- a government-issued ID that includes your full name and residential address.
- Indicate whether the administrative contact is different from the landlord. If an authorized signer is also required, complete those fields.

➡️ **If you answer “Yes” to either of these questions**, you will need to provide the following information:

- **Name of administrative contact**
- **Administrative contact's ID with address**
- **Second piece of ID – Administrative contact**

### Section 3 – Banking information (company wallet)

- **Company Name** as registered with the REQ.
- an abbreviated name for tenant bank statements (max. 15 characters, no special characters).

➝ This is the name that **will appear on tenants’ bank statements** when **rent is collected by PAD**.

- **Physical address of one of the properties**.

➝ Only one is required

- **Property tax bill for the property above**.

➝ A single account for all buildings is required.

- **Void cheque** in the account holder’s name.
- **REQ number (if applicable)**.
- Indicate whether the bank account is in a third party’s name (e.g. a client).
- **Number of units under management**.

👉 Example: **Gestion Immobilière Inc., REQ #1178654321.**

## 2. Set up the tenant’s bank account

Once the owner’s bank account has been verified, you can set up the tenant’s bank account.
Open the unit record, then go to the **Upcoming Invoices** section.
If the rent is set to **Manual collection**, payments are currently being collected outside Plexflow.
To convert the rent to automatic collection, verification of the owner’s bank account must be completed first.
Once the account has been verified, a green button will appear and let you set up automatic payments.
You will then have two options.

### Send an invitation to the tenant

The first option is to send an invitation to the tenant.
They will receive an email inviting them to set up their payment. They will need to click **“Set up payment”**, then follow the steps to add their banking information themselves.

### Enter the tenant’s banking information

The second option is to enter the information from the tenant’s void cheque yourself.
Let’s take a Desjardins void cheque as an example.

#### Transit number

The transit number has five digits. It identifies the tenant’s bank branch.

#### Institution number

The institution number has three digits and is usually in the middle of the MICR line.
For Desjardins, the institution number is generally **815**.
Be careful not to confuse it with the cheque number. The cheque number usually appears at the beginning of the MICR line and matches the number printed in the top right corner of the cheque.
Then complete the other banking information requested and save it.

## 3. Schedule an automatic collection

Open Rent Details to access automatic collections.
This procedure applies only to automatic collections by pre-authorized debit. Manual collections are covered in a separate procedure.

From Rent Details, you can confirm that:

- the tenant’s bank account has been added;
- the last four digits of the account are visible;
- automatic collections are enabled.

### Understanding the “Upcoming Invoices” section

The **Upcoming Invoices** section lets you follow the different payment steps and add new collections if needed.
Let’s look at the main columns.

### Invoice Date

The billing date is the date on which the rent is due.
In other words, it is the expected payment date, generally set out in the lease or in another agreement with the tenant.

### Payment Date

The payment date is the date on which the collection will be made.
This is therefore when the withdrawal will be initiated from the tenant’s bank account.

### Amount

The **Amount** column shows the sum that will be collected.
For example, if the monthly rent is $1,600, an amount of **$1,600** will be scheduled on each collection date.

### Status

The **Status** column shows the state of the collection.
You may see statuses such as:

- Manual collection;
- Automatic Bank transfer;
- Pending bank transfer;
- paid;
- Overdue;
- incomplete.

## Convert a manual collection to an automatic collection

To change a manual collection:

1. Hover over the period in question.
2. Click the yellow **Edit** button.
3. Select **Automatic Bank transfer** as the payment method.
4. Click **Save**.

A payment date will then be displayed and the status will now show **Automatic Bank transfer**.
If the collection is scheduled for the next day, the system may temporarily show the **Overdue** status. The status will update when the transfer is initiated.

## Schedule a collection on a different date

You can also schedule a collection on a different date.
For example, a tenant might want their rent to be withdrawn on August 4 rather than August 1.
To change the date:

1. Hover over the period in question.
2. Click the yellow **Edit** button.
3. Select **Reschedule to a new date**.

You will then have two options:

- change the billing date;
- change the payment date.

### Change the billing date

The billing date is the agreed date on which the rent is due.
It should generally match the date set out in the lease or in another agreement with the tenant.

### Change the payment date

The payment date is when you want the collection to be made.
In our example, the billing date remains August 1, but the payment date is moved to August 4.
Because the rent is due on August 1 and payment is scheduled for August 4, the system will treat the payment as late.
Once the new date is selected, click **Edit** to save the changes.
The new scheduled collection date will then appear in the **Upcoming Invoices** section.

## Understanding the process after a PAD collection

Most Plexflow clients use the funds-advance option, which allows a deposit as early as the following day. It is therefore important to understand the different steps in the process.

### Pending bank transfer

On the scheduled collection date, the **Pending bank transfer** status will appear in Plexflow.
Depending on business days, this status may remain displayed for one to three days.

### Payment confirmed

The day after the collection, the rent status may change to **Paid** in Plexflow because the funds have been deposited into the owner’s bank account.
You can also open the **Invoices** section to follow the invoice status and the progress of the payment.

### Collection error

A collection error may be reported several days after the withdrawal date.
The delay is generally about five days, but it can vary depending on the type of error. It is therefore important to monitor the invoice status even after it has been marked as paid.
For example, if Plexflow receives a code indicating that the tenant had insufficient funds, the invoice status will change from **Paid** to **Incomplete**. The corresponding error code will also be displayed.
Once the tenant has confirmed that the funds are available in their account, click **Pay** to retry the automatic collection.

## Add a new collection

You can schedule an additional collection by clicking **Add** in the **Upcoming Invoices** section.
Make sure you check:

- the billing date;
- the payment date;
- the amount;
- the payment method;
- collections already scheduled.

This check helps you avoid scheduling two withdrawals for the same period.