Software tutorial Applies to: Pro

Recurring supplier payments in SEPA Generator Pro

Last updated: 25 October 2026

Many businesses pay the same suppliers and contractors every month: an office cleaner, an IT service provider, a freelance designer, a landlord. The Payments workspace in SEPA Generator Pro keeps those payees and your past batches, so each month you start from last month’s batch instead of a blank spreadsheet. The result is a SEPA Credit Transfer file (pain.001) that you upload to your bank.

The example below is a fictional design studio, Northwind Studio, paying four regular suppliers:

Beneficiary	Paid for	Usual amount
Brightline Cleaning BV	Office cleaning	€620.00
Kessler IT-Service	Managed IT support	€1,150.00
Marta Ruiz	Freelance illustration	varies
Atelier Lumen SARL	Studio rent	€2,400.00

What Pro does — and what your bank does

Pro prepares and checks the payment file on your computer. Your bank executes the transfers after you upload the file through your bank’s channel and, where required, approve it there. Pro does not connect to your bank, does not send or schedule payments, and does not know whether a payment was executed.

1. Choose the debtor account

Open Payments. Each batch is paid from a debtor company profile: the name, IBAN and BIC of the account the money leaves, plus the initiating party. Create one with Manage debtors… if needed (see Getting started with Pro), then select it at the top of the workspace. Batches and export history are shown per debtor.

2. Save your beneficiaries

Open the Beneficiaries tab and click Add beneficiary… for each payee:

• Account holder name and IBAN (the BIC is optional);
• an optional reference, such as your supplier number;
• an optional postal address. When you enter one, town/city and country are required;
• an optional Default amount (EUR) and Default remittance, which prefill new payment lines. Each line can still be changed.

With many payees, Import beneficiaries… reads them from a CSV, XLS or XLSX file. Beneficiaries are shared by all your debtor profiles.

3. Create a payment batch

On the Payments tab, click New payment batch…:

• Name, e.g. “November 2026 suppliers”;
• Debtor, which cannot be changed once the batch is created;
• Execution date, the date you ask your bank to execute the transfers;
• Format: pain.001.001.09 is the current SEPA format; choose .03 or .02 only if your bank requires it.

Click Add beneficiaries… and select the four payees. Their default amounts and remittance text are filled in; enter this month’s amount for Marta Ruiz and adjust the remittance text, for example “Invoice 2026-114”. Click Save draft. The draft is saved in the Payments workspace; no file is generated yet.

If your accounting system exports the month’s payments as a file, Import payments… fills a draft from CSV or Excel instead. Rows are matched to your saved beneficiaries, and a row whose IBAN or BIC differs from the saved beneficiary is blocked rather than silently changing bank details.

4. Review bank details and amounts

Select the draft and click Review. Errors block generation. Two kinds of finding need your explicit confirmation before you can generate:

• Changed bank details. If a beneficiary’s IBAN or BIC was edited since they were last paid, the review shows the old and new details. Changed bank details are a common sign of invoice fraud: confirm the change with the supplier through a channel you already trust, such as a known phone number, before you tick I verified the new bank details with the beneficiary through a trusted channel.
• Possible duplicates. If a payment looks like one already made, confirm that it has not been paid before.

Check the number of payments and the total. When the review says Ready to generate, continue.

5. Generate the XML

Click Generate & Save XML… and choose where to save the file. Pro builds the pain.001 file, validates it against the bundled official schema, archives a copy and records it in Export History. An exported batch can no longer be edited.

Upload the file through your bank’s channel. A schema-valid file is not a guarantee that your bank accepts it, so test your first file with your bank.

6. Use the export history

The Export History tab lists every file generated from Payments. For each entry you can open Details…, Open XML, Show in folder or Save copy of original XML…. Mark as uploaded to bank records that you uploaded the file; it is your own note, not a bank confirmation. The history cannot be edited, so it stays a reliable record of what each file contained.

7. Repeat next month

Select last month’s batch and click Repeat as new batch…. Pro proposes a new draft:

• the name moves to the new month, e.g. “December 2026 suppliers”;
• each line uses the beneficiary’s current saved bank details, never the details exported last month;
• amounts and remittance text stay editable, so you can change Marta Ruiz’s amount or remove a supplier;
• the original batch and its history are not changed.

Nothing is saved until you save the new draft. Then review, generate and upload as before.

Related tasks

• One-off file from a spreadsheet: the File Generator converts CSV or Excel into SEPA XML without saving beneficiaries. For this alone, the free Community Edition may be enough.
• Choosing the version: see pain.001.001.02 vs .09.
• Rejected file: see common SEPA XML rejection errors.