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How do I set up and export manual SEPA debit orders?

Octiv creates your SEPA direct debit file; you upload it to your bank and record the payments.

With manual SEPA, Octiv builds your monthly direct debit batch and creates a SEPA file. You upload that file to your own bank to collect the payments. Everything after that is done manually, including marking invoices as paid. That's why it's called manual SEPA.

1. Add your SEPA details

Manual SEPA is switched on for your facility by the Octiv team. To get started, email onboarding@octivfitness.com. Once it's on:

  1. Go to Settings >> Payment Gateways.
  2. Under SEPA, click Onboard Now next to your location, or Edit if you've set it up before.
  3. Enter your facility's Creditor ID, Bank Identifier Code (BIC) and International Bank Account Number (IBAN), then click Submit.

Octiv needs these details to create the SEPA file. If they're missing, you'll see "Please make sure that your SEPA payment gateway details are correct." when you try to export.

To take once-off card or PayPal payments as well, you can use Stripe or PayPal under Adhoc on the same page.

2. Set up your members and get their mandates signed

When you add a member on Debit Order, enter their Account Holder, IBAN, BIC and Address. Then send them their mandate to sign from Accounts >> Mandates using Send Onboarding Link. A signed mandate shows as Active. See How do I set up a new member with debit order payment?

3. Check the debit batch

  1. Go to Accounts >> Debit Batches and choose the Location and the Batch (debit date).
  2. Check the summary: Members On This Batch + Members Not On This Batch = Expected active debit-order members. If anyone is missing, click Ensure Batch Users Loaded, or add them with Manually Add To Batch.
  3. Check the Mandate Status column. A member showing No mandate is left out of the SEPA file, so make sure every member's mandate is signed (Active) before you export.

4. Export the SEPA file

  1. Choose Process as batch:
    • Yes: the whole collection usually shows as one total on your bank statement. Exactly how it shows depends on your bank.
    • No: each member's debit usually shows as a separate line on your bank statement.
  2. Check the Format is PAIN.008.001.02. This is the standard SEPA direct debit format, but confirm with your bank that they accept it.
  3. Click Export. An XML file downloads, named with the debit date, for example 2026-11-15_PAIN_008_001_02.xml. The batch status changes to Submitted.

The file uses the debit date as the collection date and includes each member's mandate reference.

5. Upload the file to your bank

Log in to your online banking and upload the SEPA file as a direct debit collection, following your bank's steps. Check that the total and number of payments match the batch in Octiv.

6. Record the payments in Octiv

Your bank collects the payments, but Octiv isn't told the result. Once the money has come in, record each payment on the member's invoice. See How do I record a manual or ad-hoc payment? If a member's debit fails, see How do I manage GoCardless / SEPA mandates? for your options.