DoubleAgent Blog

DoubleAgent's Stripe and GoCardless integrations use invoices in FreeAgent to explain all your customers' Stripe charges or GoCardless payments.

If an invoice already exists for a given charge or payment, perhaps thanks to a recurring invoice, DoubleAgent will use it. But if no such invoice exists, DoubleAgent will create a suitable one.

When it comes to numbering the invoices, FreeAgent supports global invoice sequences, per-contact invoice sequences, and per-project invoice sequences.

DoubleAgent offers you another alternative: your invoices can use a custom sequence specifically for your Stripe or GoCardless integration(s). This is particularly useful when your customers are paying you for a product or service – all your invoices for that product or service can use the same invoice sequence. You can't achieve this with FreeeAgent alone.

For example, let's say you offer a product called My Super Product and your customers pay for it via Stripe or GoCardless. You can have all the invoices generated by DoubleAgent automatically number themselves MySuperProduct001, MySuperProduct002, MySuperProduct003, and so on.

Here are DoubleAgent's docs for Stripe invoice sequences and GoCardless invoice sequences. It's easy to set up.

The idea for this came from one of our customers – thank you!

DoubleAgent can integrate with Stripe and GoCardless to figure out all the charges and payments and refunds and fees in each payout and book them correctly in FreeAgent.

Each charge or payment is booked against a corresponding invoice in FreeAgent. If an invoice for a given charge or payment already exists in FreeAgent, DoubleAgent uses it. If no such invoice exists DoubleAgent creates one.

When you create an invoice in FreeAgent you can have it emailed to your contact.

Now you can also have invoices created by DoubleAgent emailed in the same way to your contact. Invoices emailed like this show the payment received – which makes them useful for automatically sending invoices as (VAT) receipts. In fact I use this for sending out automatic payment receipts for DoubleAgent itself.

Here are the docs for emailing invoices via the GoCardless integration and the Stripe integration.

Whether you are out and about and have just paid for something, or have a folder of old receipts gathering dust, DoubleAgent can get your receipts into FreeAgent for you faster than using FreeAgent itself.

It works for all four kinds of receipt situation:

  • Out-of-pocket expenses
  • Pending transactions (where it hasn't hit your bank feed yet in FreeAgent)
  • Explained transactions
  • Unexplained transactions

The process is the same in each case: upload a receipt photo, type the receipt's amount, then either click a button (for an explained transaction) or fill in a few details and then click a button (for every other kind).

It works great on a phone. It's quicker than using FreeAgent directly. And if you want to upload a receipt for a pending transaction (i.e. where you have just paid for something from your business account), you just can't do it with FreeAgent – but you can with DoubleAgent.

I upload all my receipts now through DoubleAgent. Give it a try – I hope you'll like it.

You can read all the details in the docs for receipt photos.

If you are lucky enough to receive payouts from Stripe, you will know how much time it takes to account for them in FreeAgent.

Each payout is the net result of your customers' recent charges via Stripe, fees deducted by Stripe, refunds, and so on. To explain a payout in FreeAgent you need to log into Stripe, look at the balance transactions comprising the payout, see which Stripe customer each charge or refund was from, find or create matching contacts in FreeAgent, find or create invoices for those charges or refunds, settle the invoices with the correct amounts, and book the fees as bank payments. Phew!

DoubleAgent can now do all that for you. Simply connect DoubleAgent to your Stripe account(s) and, er, that's it. DoubleAgent takes care of the rest.

You can read more about this feature in the docs.

It's easy to try out: you just need to click two buttons. If you don't like it, click another button. Simple.

If you receive payouts from GoCardless, DoubleAgent can reconcile those automatically too.

If you are lucky enough to receive payouts from GoCardless, you will know how much time it takes to account for them in FreeAgent.

Each payout is the net result of your customers' recent payments via GoCardless, fees deducted by GoCardless, and so on. To explain a payout in FreeAgent you need to log into GoCardless, look at the payments comprising the payout, see which GoCardless customer each payment was from, find or create matching contacts in FreeAgent, find or create invoices for those payments, settle the invoices with the correct amounts, and book the fees as bank payments. Phew!

DoubleAgent can now do all that for you. Simply connect DoubleAgent to your GoCardless account(s) and, er, that's it. DoubleAgent takes care of the rest.

We use this feature to automatically reconcile DoubleAgent's own customers' payments, which arrive as GoCardless payouts, in FreeAgent. It's a big timesaver.

You can read more about this feature in the docs.

It's easy to try out: you just need to click two buttons. If you don't like it, click another button. Simple.

Next will be automatic reconciliation of Stripe payouts.

When setting up rules to explain your bank transactions, you can now filter by the transaction's amount – if you want to.

For example, let's say you have an employee called Joe Bloggs.

You could have one rule to match his salary payments as debits with Joe Bloggs in the description, which are greater than, say, £500.

And you could have another rule to match his expenses reimbursements as debits with Joe Bloggs in the description, which are less than, say, £500.

If the amount isn't relevant to your rule, just leave it as the default: any amount.

Hope this helps!

DoubleAgent now supports FreeAgent's Universal accounts. Overall, then, DoubleAgent supports all these types of FreeAgent accounts:

  • UK Limited Company
  • UK Limited Liability Partnership
  • UK Partnership
  • UK Sole Trader
  • Universal

Now that DoubleAgent has explained over 5,000 bank transactions automatically, it's time to introduce the next time-saving feature: uploading receipt emails to FreeAgent.

We all regularly get invoices or receipts by email, e.g. for web hosting or subscription software. DoubleAgent can now upload the attached receipt PDFs directly to the appropriate bank transaction explanation in FreeAgent. And if the email doesn't have a PDF, DoubleAgent will convert the email itself to a PDF and upload that.

The result is all your regular receipts are in FreeAgent, attached to the right transactions.

Then at year end when your accountant asks you to dig out the receipt for a specific month's web hosting, you've got it right there in FreeAgent – that's a time-saver there and then.

And should HMRC ever spring a surprise audit, which it seems they increasingly wont to do, you have all your recurring receipts and invoices filed correctly. Which is definitely what you want.

For over a year now, I have been explaining my bank transactions in FreeAgent with a single keystroke (which runs some code I wrote). Instead of clicking around in FreeAgent categorising the same payments the exact same way month after month, the code does it all for me.

This has saved me huge amounts of time. It is especially satisfying when you have fallen behind and accumulated hundreds of unexplained transactions – in just a few seconds you are up to date again.

The obvious improvement at this stage was to change things so my explanations would stay up to date without even having to press a key. That meant moving the code from my laptop to a server. And if I was going to do that, I might as well put it on the web so other people could benefit too.

DoubleAgent is the result. I want it to be simple, lovable, and complete – and I think it is.

Its first feature is rules to explain your bank transactions automatically. I have others up my sleeve but bank transactions are first. Give it a try and let me know how you get on!