Below is an outline on the various scenarios to help you communicate the change to Rechargly.
Scenario 1: New Mandate Request
Hi {First Name},
We are upgrading how we manage software disbursements (Xero, Figured, Dext, etc.) to ensure greater transparency and prevent administrative costs from impacting our service fees. Effective {Month, Year}, we are moving all software billing to a dedicated platform, Rechargly.
Why we are doing this:
Cost Protection: Automating this process prevents us from needing to hire additional admin staff to manage thousands of micro-payments—a cost we would otherwise have to pass on to you.
Transparency: You will now receive a dedicated, itemised invoice for software, separating it from our professional advisory fees.
Accuracy: This ensures you are never overcharged or undercharged as subscription tiers change (e.g., Xero price rises).
What you need to do
Cancel your existing Automatic Payment for software only. (Do not cancel the payment for our accounting/advisory fees). New Zealand Only
Wait for the link: On {Date}, you will receive an email from Rechargly.
Set up the Direct Debit: Click the link to authorise the payment method.
Save the Rechargly agreement: You will receive a unique rechargly agreement URL which where you can find all future invoices. You will also be able to update your billing information from this page. If you lose this page, you can contact us, and we will reshare it with you.
Important: Your Pricing & Discounts
Platform Fee: A small administration fee of {Amount} applies per invoice to cover platform costs. Remove this if you aren’t using an admin fee
Your Discount: To offset this, we will continue to pass on our {Percentage}% Partner Discount. Remove this if you aren’t passing on a discount
Note: This discount is only available to clients who pay via the automated Rechargly Direct Debit. Remove this if you don’t want this provision in place
We have made this change to ensure we can keep managing software on your behalf, so you can focus on running your business. If you have questions, please check the FAQ in the next section
FAQ on Rechargly:
Q: Can I just pay Xero directly?
A: Yes, you can transfer the subscription to yourself. However, you will lose the {Percentage}% Partner Discount we pass on to you. Paying full retail price directly to the vendor is significantly more expensive than paying our discounted rate plus the small platform fee.
Q: Why separate the invoices?
A: Software costs are variable—they change based on your plan and vendor price rises. Our professional fees are fixed. Separating them gives you total transparency on what is a "software cost" versus what is our "service fee".
Q: Do I really need to cancel my old payment?
A: Yes. If you have a recurring automatic payment set up in your bank for software, you must cancel it to avoid paying twice. Please ensure you do not cancel the payment for your accounting fees.
Q: What happens if I don’t want to go onto direct debit?
A: We understand that some clients prefer manual payments, and we can facilitate this. However, please be aware of the cost implications:
The Admin Fee still applies: The {Amount} administration fee remains payable because manual invoicing requires more administrative time, not less.
The Discount is removed: Our {Percentage}% Partner Discount is strictly linked to the efficiency of our automated system. If you opt out of Direct Debit, we can no longer pass this saving on to you.
The Bottom Line: It is significantly cheaper to use the Direct Debit and receive the discount than to pay the full retail price manually.
If you have any other questions not covered above, please feel free to reach out to the team.
Regards
{YourName}
Scenario 2: Migration
Subject: Action: Changes to your software billing
Hi {First Name},
We are upgrading how we manage software disbursements (Xero, Figured, Dext, etc.) to ensure greater transparency and prevent administrative costs from impacting our service fees. Effective {Month, Year}, we are moving from {Other Billing Provider} to a dedicated software billing platform, Rechargly.
Why we are doing this:
Cost Protection: Automating this process prevents us from needing to hire additional admin staff to manage thousands of micro-payments—a cost we would otherwise have to pass on to you.
Transparency: You will now receive a dedicated, itemised invoice for software, separating it from our professional advisory fees.
Accuracy: This ensures you are never overcharged or undercharged as subscription tiers change (e.g., Xero price rises).
What you need to do:
We have securely migrated your billing details.
Your first automated payment will occur on {Date}.
You will receive an agreement with your itemised invoice from Rechargly via email. Please retain this email, to access your future invoices and to update your billing information.
Important: Your Pricing & Discounts
Platform Fee: A small administration fee of {Amount} applies per invoice to cover platform costs. Remove this if you aren’t using an admin fee
Your Discount: To offset this, we will continue to pass on our {Percentage}% Partner Discount. Remove this if you aren’t passing on a discount
Note: This discount is only available to clients who pay via the automated Rechargly Direct Debit. Remove this if you don’t want this provision in place
We have made this change to ensure we can keep managing software on your behalf, so you can focus on running your business. If you have questions, please check the FAQ in the next section
FAQ on Rechargly:
Q: Can I just pay Xero directly?
A: Yes, you can transfer the subscription to yourself. However, you will lose the {Percentage}% Partner Discount we pass on to you. Paying full retail price directly to the vendor is significantly more expensive than paying our discounted rate plus the small platform fee.
Q: Why separate the invoices?
A: Software costs are variable—they change based on your plan and vendor price rises. Our professional fees are fixed. Separating them gives you total transparency on what is a "software cost" versus what is our "service fee".
Q: Do I really need to cancel my old payment?
A: Yes. If you have a recurring automatic payment set up in your bank for software, you must cancel it to avoid paying twice. Please ensure you do not cancel the payment for your accounting fees.
Q: What happens if I don’t want to go onto direct debit?
A: We understand that some clients prefer manual payments, and we can facilitate this. However, please be aware of the cost implications:
The Admin Fee still applies: The {Amount} administration fee remains payable because manual invoicing requires more administrative time, not less.
The Discount is removed: Our {Percentage}% Partner Discount is strictly linked to the efficiency of our automated system. If you opt out of Direct Debit, we can no longer pass this saving on to you.
The Bottom Line: It is significantly cheaper to use the Direct Debit and receive the discount than to pay the full retail price manually.
If you have any other questions not covered above, please feel free to reach out to the team.
Regards
{YourName}
Scenario 3: Hybrid (migration + new mandate)
Subject: Action: Changes to your software billing
Hi {First Name},
We are upgrading how we manage software disbursements (Xero, Figured, Dext, etc.) to ensure greater transparency and prevent administrative costs from impacting our service fees. Effective {Month, Year}, we are moving all software billing to a dedicated platform, Rechargly.
Why we are doing this:
Cost Protection: Automating this process prevents us from needing to hire additional admin staff to manage thousands of micro-payments—a cost we would otherwise have to pass on to you.
Transparency: You will now receive a dedicated, itemised invoice for software, separating it from our professional advisory fees.
Accuracy: This ensures you are never overcharged or undercharged as subscription tiers change (e.g., Xero price rises).
What you need to do
Migration: If you are paying through another billing provider, we will transfer your direct debit mandate. You will receive an email from Rechargly, and there’s nothing for you to action.
Cancel your existing Automatic Payment for software only. (Do not cancel the payment for our accounting/advisory fees). New Zealand Only
Wait for the link: On {Date}, you will receive an email from Rechargly.
Set up the Direct Debit: Click the link to authorise the payment method.
Save the Rechargly agreement: You will receive a unique rechargly agreement URL which where you can find all future invoices. You will also be able to update your billing information from this page. If you lose this page, you can contact us, and we will reshare it with you.
Important: Your Pricing & Discounts
Platform Fee: A small administration fee of {Amount} applies per invoice to cover platform costs. Remove this if you aren’t using an admin fee
Your Discount: To offset this, we will continue to pass on our {Percentage}% Partner Discount. Remove this if you aren’t passing on a discount
Note: This discount is only available to clients who pay via the automated Rechargly Direct Debit. Remove this if you don’t want this provision in place
We have made this change to ensure we can keep managing software on your behalf, so you can focus on running your business. If you have questions, please check the FAQ in the next section
FAQ on Rechargly:
Q: Can I just pay Xero directly?
A: Yes, you can transfer the subscription to yourself. However, you will lose the {Percentage}% Partner Discount we pass on to you. Paying full retail price directly to the vendor is significantly more expensive than paying our discounted rate plus the small platform fee.
Q: Why separate the invoices?
A: Software costs are variable—they change based on your plan and vendor price rises. Our professional fees are fixed. Separating them gives you total transparency on what is a "software cost" versus what is our "service fee".
Q: Do I really need to cancel my old payment?
A: Yes. If you have a recurring automatic payment set up in your bank for software, you must cancel it to avoid paying twice. Please ensure you do not cancel the payment for your accounting fees.
Q: What happens if I don’t want to go onto direct debit?
A: We understand that some clients prefer manual payments, and we can facilitate this. However, please be aware of the cost implications:
The Admin Fee still applies: The {Amount} administration fee remains payable because manual invoicing requires more administrative time, not less.
The Discount is removed: Our {Percentage}% Partner Discount is strictly linked to the efficiency of our automated system. If you opt out of Direct Debit, we can no longer pass this saving on to you.
The Bottom Line: It is significantly cheaper to use the Direct Debit and receive the discount than to pay the full retail price manually.
If you have any other questions not covered above, please feel free to reach out to the team.
Regards
{YourName}