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Choose an identifier people can follow
Use a consistent invoice or order identifier that both payer and recipient can recognise. Ask the provider which reference fields are available and how they appear to the other party. Test whether the information survives into exports and supplier records. Keep the reference concise enough for the actual field rather than relying on a long narrative that may not display consistently across interfaces or fit the receiving team's reconciliation process.
Build recovery into the instruction
Tell the recipient where to find the reference and what to do if the payment arrives without it. Keep internal notes in your own authorised system rather than adding private project details to every transfer. When staff copy payment instructions, make the required reference visually distinct from optional notes. Clear reference design reduces avoidable questions and makes it easier to identify the right payment when several customers pay similar amounts during the same week.
Hypothetical example
A hypothetical training company receives several payments of the same amount for different workshops. It asks customers to use a booking identifier and confirms that identifier appears in its provider export. The accounts assistant can match receipts quickly while keeping unclear payments in a separate enquiry queue.
Make it practical.
Use this checklist as you read. Checks are not stored.References & further reading
Background reading — European Payments Council: SEPA Credit Transfer ↗Published by Tap Tap Go. Product availability and eligibility vary by programme and market. About our stories.
