Payment reminder and tracking system for application/enrollment fees

Purpose

1.1. Automate sending payment reminders for application/enrollment fees, ensuring all prospective architecture students are reminded via multi-channel messaging until payment is received.
1.2. Automates fee tracking, logs payment status in CRM, schedules follow-up reminders, triggers workflow escalation for overdue accounts, and provides real-time reporting to admissions teams.
1.3. Enables proactive engagement to reduce manual workload, improve fee collection rates, and provide auditable timelines for compliance and operational efficiency in higher education admissions.

Trigger Conditions

2.1. Application or enrollment form submitted but payment not confirmed within a preset timeframe (e.g., 24–48 hours).
2.2. Payment initiated but not completed by student.
2.3. Automated payment status update received from payment gateway/webhook.
2.4. Pre-scheduled reminder intervals (e.g., 1, 3, 7 days post-application).
2.5. Custom logic: status fields in CRM or student information system denote as 'Fees Pending'.

Platform Variants

3.1. Twilio SMS
• Feature/Setting: Programmable Messaging API; automate and configure using POST to /Messages endpoint, body with merge fields for name, amount, deadline, and payment link.

3.2. SendGrid
• Feature/Setting: Automated Reminder Campaign via Marketing Campaigns API; setup dynamic templates using /mail/send endpoint, insert student attributes and payment URLs.

3.3. Stripe
• Feature/Setting: Payment Intent Webhooks; automate reminders on invoice.payment_failed events, connect to automation to trigger outreach.

3.4. PayPal
• Feature/Setting: IPN (Instant Payment Notification); automate triggers from ‘Pending’ or ‘Failed’ notices using webhook handling.

3.5. Salesforce
• Feature/Setting: Workflow Rule + Process Builder; automates task creation and communication workflow on “Fee Not Paid” status field.

3.6. HubSpot
• Feature/Setting: Workflows; automate email and SMS reminder actions, dynamically enroll contacts with missed payments.

3.7. Mailchimp
• Feature/Setting: Automations > Customer Journeys; automates reminder drip sequences, personalize with merge tags.

3.8. Microsoft Power Automate
• Feature/Setting: Scheduled Cloud Flow; automate recurring reminders based on condition check, update SharePoint/Excel with tracking.

3.9. Google Sheets
• Feature/Setting: App Script + OnEdit Trigger; automate email/SMS reminders when “Payment Status” cell updates to “Pending”.

3.10. Google Calendar
• Feature/Setting: Event Reminders API; automate scheduled follow-up events for unresolved accounts.

3.11. Slack
• Feature/Setting: Messaging API + Incoming Webhooks; automate direct reminders to departmental channels, escalate overdue cases.

3.12. Trello
• Feature/Setting: Butler Automations; triggers automated reminders/card movements for unprocessed payments.

3.13. Zoho CRM
• Feature/Setting: Workflow Automation + Email Notification; automate and track reminders using field updates on student records.

3.14. Freshdesk
• Feature/Setting: Tickets Automation; auto-create/remind fees-related tickets when payment status is overdue.

3.15. Intercom
• Feature/Setting: Automated Messages; configure event-based reminders for overdue payments in-app or via chat.

3.16. AirTable
• Feature/Setting: Automations > When record matches conditions; automated emails/SMS sent when “Payment Due” field matches.

3.17. Notion
• Feature/Setting: Database Reminder; automate reminders using API/integration for entries with pending fees.

3.18. ActiveCampaign
• Feature/Setting: Automated Email Sequence; trigger campaign flows on tag “Payment Not Received”.

3.19. Discord
• Feature/Setting: Webhook Notifications; automate payment reminder posts to admin channels or direct member DMs.

3.20. Monday.com
• Feature/Setting: Automations Center; automate notification pulses to admissions teams for overdue payments.

3.21. Outlook
• Feature/Setting: Power Automate connector; automate scheduled email follow-ups for outstanding applications.

3.22. WhatsApp Business API
• Feature/Setting: Session Messages API; automate personalized reminders with templated payment follow-up alerts.

3.23. Asana
• Feature/Setting: Rule-based automation; automate task assignments and reminders for fee collection.

3.24. Pabbly Connect
• Feature/Setting: Workflow Automation; automates multi-step reminders across email, SMS, and CRM update triggers.

Benefits

4.1. Automates the follow-up process—eliminates manual tracking and reminder effort by admissions staff.
4.2. Accelerates payments—automation ensures timely communication, boosting collection rates.
4.3. Scalable—automation handles large applicant volumes across multi-channel touchpoints.
4.4. Auditable—automated logging of all outreach for compliance and analytics.
4.5. Integrable—automation is adaptable to virtually any tech stack in higher education.