Direct Debit Timeline - Step by Step Process example

This article provides a simple, visual, step-by-step guide of the steps taken to run a Direct Debit Batch. You can print out the attachment and keep it handy whenever you run a Direct Debit batch as a reminder or checklist.

The attached example can be used whether you are running weekly, fortnightly or monthly Direct Debits on any day of the week or any date.

Monthly direct debits are generally best run on the 1st of the month or the first Monday / first week of the month. You can re-run the batch again mid-month for any declined payments or to capture any new families.

Fortnightly or weekly direct debits can be run any day that fits with your admin schedule. The most popular days of the week to create and run a direct debit batch are a Monday, Wednesday or Thursday (Monday and Thursday tends to be the most common days, chosen because of the most common "pay days" for families). You can check the batch each day for the payment results but the batch should be finalised within 3 to 4 BANKING days. Once all payments have been returned as Approved or Declined, close the batch. You can then either create a new batch to capture any declined payments or any new families (fortnightly centres do this in the off week, monthly do it around mid-month) or, leave any declined payments until the next batch is run if this is your centre's preferred action.

A guide on processing times:

Credit cards: payments are processed virtually immediately. You can "Check Pending Payments" the same day if you wish to so that payments are receipted.

Bank accounts: these payments can take up to 4 banking days to process. 

PLEASE NOTE: 

- Weekends and Public Holidays will affect processing times as they are not banking days. 

- If you set a processing date for a weekend or public holiday, it will not be processed until the next banking day.

- Payments in the batch will be automatically checked by the system for a result multiple times a day.

See the attached step-by-step guide.

For a detailed in-depth instruction on creating and running a Direct Debit Batch, please see this article: 

Creating a Direct Debit Batch

You need to configure your system and have direct debit agreements in place with families. See this article if you need to do this: 

Direct Debit - System Configuration and Family Set Up

Last updated 15 April 2025