What is Codabox?
Codabox is a Belgian fintech (headquartered in Leuven) that automates the retrieval and digital delivery of financial documents to accounting software. Since 2024, Codabox has been part of Wolters Kluwer.
Codabox's best-known service is the delivery of CODA files: the Belgian, coded electronic standard for bank statements (developed within the banking sector / Febelfin). Instead of you or your accountant having to manually download statements from the bank every day, Codabox retrieves those CODA files daily and automatically from the banks and delivers them ready to use. In addition to bank statements (CODA), Codabox also offers services for payroll entries, credit card statements, and purchase and sales invoices, but for the connection with Club Planner it's the CODA bank statements that matter.
What can Codabox do for my club?
With the Codabox connection, no one at your club needs to download or retype statements anymore. Club Planner retrieves the CODA files directly from Codabox and processes them automatically:
- Daily, automatic retrieval of your bank statements — your bank transactions flow into Club Planner on their own.
- Each CODA file is converted into a bank batch and automatically routed to the correct club based on the IBAN (handy when you have multiple clubs or accounts).
- Depending on the chosen mode, the transactions are automatically reconciled against your members' payments and invoices, so membership fees and outstanding amounts are linked automatically.
- The import runs as a background task (roughly every 8 hours, each time between 07:00 and 21:00). You can also start an import manually at any time using the Run button or via Import from Codabox on the bank batches page.
In short: less manual work, faster reconciliation of member payments, and accounting that always keeps up with your bank transactions.
How do I set up Codabox?
Activation happens partly by you in the portal, partly together with Club Planner (support). That's because some central technical settings (the Codabox API key for Club Planner) are configured by Club Planner, and historically the feed details were often entered by support as well. So think of it as a setup you finalize together with Club Planner.
What you need beforehand:
- An active Codabox subscription / mandate for your club's bank account. You arrange this with Codabox or through your accountant — not in Club Planner. The activation token is sent by Codabox to the address registered with Codabox.
- Your club's IBAN must be filled in correctly, so the CODA files are routed to the right club.
- The proper user permissions in Club Planner to manage settings and view imports/bank batches.
- The central Codabox settings for Club Planner — Club Planner support sets these up for you.
The steps in MyClubPlanner:
- Go to Settings > Integrations and click Settings on the Codabox card.
- Turn on the Active toggle and click Save. This activates the integration and the automatic import task.
- Click + Add to create a connection. Enter a Description, choose the Club (the account owner), choose the Type (the method, see the table below) and optionally Mail recipients for notifications.
- To link the connection, there are two routes:
- Via token (new portal): enter the company/VAT number and click Request token. Codabox emails a one-time token to the address registered with Codabox. Paste that token into the Token field and click Connect & save: Club Planner then retrieves the feed(s) and login details itself.
- Manually: if you already have the details (or via the classic portal), enter the Feed Id, User and Password directly and click Save. These details are often supplied and entered by Club Planner support.
- Once the connection exists and the integration is set to Active, the import runs automatically in the background. You can also select a connection and click Run, or use Import from Codabox on the bank batches page.
Which Type should you choose? The Type determines how far Club Planner automates:
| Type | What happens |
|---|---|
| Automatic import + processing | Statements are retrieved automatically and automatically reconciled against payments/invoices. |
| Automatic import (without processing) | Statements are retrieved automatically; you do the reconciliation manually yourself. |
| Automatic processing only | No automatic retrieval via the API, but CODA batches that have already been created are processed automatically. |
| Manual | You start the import and processing yourself, whenever it suits you. |
Does the authorization expire later? If access expires, the owner club automatically receives an email (at most once every 7 days). Then go back to Settings > Integrations > Codabox, open the connection, click Request new token, paste the new token and click Connect & save to restore the link.
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