Billing and Payments AutomationPurpose
1.2. Instantly notify administrators, parents, or guardians of payment issues to minimize disruptions in student enrollment.
1.3. Automate escalations for unresolved payment incidents to ensure timely resolution and compliance with financial policies.
1.4. Log and document all related correspondence for audit and customer service review.
1.5. Integrate alerts across multiple channels (email, SMS, in-app, voice) tailored to urgency and recipient.
Trigger Conditions
2.2. Invoice overdue by a configurable threshold (e.g., 3, 7, 14 days).
2.3. Chargeback notification from bank or payment processor.
2.4. System identifies repeated payment attempts without success.
2.5. Scheduled reconciliation identifies outstanding balances.
Platform Variants
• Feature/Setting: Configure “Programmable SMS” API to send failure alerts to primary account contacts; setup example: POST to /Messages with dynamic body content based on payment status.
3.2. SendGrid
• Feature/Setting: Use “Mail Send API”; setup transactional template triggered when billing event webhook fires; include dynamic customer/payment details.
3.3. Slack
• Feature/Setting: Enable “Incoming Webhook” to alert billing team in dedicated channel with payment issue details.
3.4. Microsoft Teams
• Feature/Setting: Configure “Incoming Webhook Connector” for a finance channel, auto-sending structured alert cards on payment incidents.
3.5. Gmail
• Feature/Setting: Use “Gmail API – Send message” dispatching payment issue alerts from school’s billing email.
3.6. Outlook 365
• Feature/Setting: Configure “SendMail” endpoint via Microsoft Graph API with template-based payment problem notifications.
3.7. Stripe
• Feature/Setting: Webhook on “invoice.payment_failed”; send event payload for automated alert creation.
3.8. PayPal
• Feature/Setting: Listen on IPN (Instant Payment Notification) for failure events, forward payload to messaging module.
3.9. QuickBooks Online
• Feature/Setting: Enable “Webhooks” for failed/overdue invoices; trigger email or app notifications.
3.10. Zoho Books
• Feature/Setting: Activate “Automation Rules” to email or SMS on overdue invoices using “Create Notification” action.
3.11. Salesforce
• Feature/Setting: Use “Process Builder” or “Flow” to detect payment status change and trigger outbound alert.
3.12. HubSpot
• Feature/Setting: Workflow automation for payment failure custom property; initiate task and send alert via email/SMS.
3.13. Zendesk
• Feature/Setting: “Triggers” for new payment issue tickets to alert finance desk and parent contact using macros.
3.14. Freshdesk
• Feature/Setting: “Automations” on new ticket status = Payment Issue to send multi-channel notifications.
3.15. WhatsApp Business API
• Feature/Setting: POST template message API on payment incident with dynamic field replacement for client data.
3.16. PagerDuty
• Feature/Setting: Use “Events API v2” to create real-time incident alerts for payment workflow failures.
3.17. ServiceNow
• Feature/Setting: “Business Rules” for automatic case creation and notification to support & billing teams.
3.18. Telegram
• Feature/Setting: “Bot API – sendMessage” to parents’ or admins’ group on new payment alerts.
3.19. Intercom
• Feature/Setting: “Message API” for sending targeted in-app or email warnings regarding failed payments.
3.20. Mailchimp
• Feature/Setting: “Transactional Email API” to inform subscribers on payment status change events.
3.21. Pusher
• Feature/Setting: “Trigger” method for instant browser or app notifications on detected payment failures.
3.22. Discord
• Feature/Setting: “Webhook URL” to send payment issue alert to private admin channel.
Benefits
4.2. Multiple channels maximize successful delivery and visibility.
4.3. Accurate, logged alerts improve audit trails and dispute response.
4.4. Automation reduces manual monitoring and repetitive admin workload.
4.5. Consistent escalation ensures timely handling of overdue or failed payments.