Enrollment and Registration AutomationPurpose
1.2. Track status of payments, send reminders, maintain compliance, and facilitate financial transparency.
1.3. Integrate with registration forms and parent communications for seamless financial workflow.
1.4. Reduce manual errors, accelerate collections, and automate overdue follow-ups.
Trigger Conditions
2.2. Registration status updated to "approved" or "enrolled."
2.3. Periodic invoice recalls for pending or failed payments.
2.4. Payment marked as "received" or "overdue" in finance tracking system.
Platform Variants
3.1. Stripe
• Feature/Setting: Invoice API – automate invoice creation, schedule, and webhook for payment events.
• Sample: Configure webhook to trigger invoice.send event on registration entry.
3.2. QuickBooks Online
• Feature/Setting: Sales Receipt/Invoice – use Create Invoice endpoint, update status via Webhooks.
• Sample: API automation triggers invoice generation for each new registration record.
3.3. Xero
• Feature/Setting: Invoices API – use POST /invoices, set tracking status via GET /payments.
• Sample: Automate invoice issue for new "enrolled" contacts.
3.4. FreshBooks
• Feature/Setting: Invoices Endpoint – generate and email bill, use GET/PUT payments for tracking.
• Sample: Automate client lookup, create invoice for "registration" service, and track responses.
3.5. Zoho Books
• Feature/Setting: Invoice API – automated invoice and payment reminders, Webhook on overdue.
• Sample: Trigger API on registration form submission.
3.6. Square
• Feature/Setting: CreateInvoice and GetPayment APIs – automated invoice, payment matching.
• Sample: Use POST /v2/invoices on registration event.
3.7. PayPal
• Feature/Setting: Invoicing API – Create, Send, and GetInvoiceStatus.
• Sample: Send invoice via API when new user is added to the after-school cohort.
3.8. Wave
• Feature/Setting: Invoices API – automate creation and status polling with payment reminders.
• Sample: Use Zapier integration to create invoice on registration.
3.9. Chargebee
• Feature/Setting: Invoice Operations and Events Webhook.
• Sample: API auto-generates fee invoice for new sign-ups; webhook tracks payments.
3.10. Recurly
• Feature/Setting: Invoices API, Webhooks for payment state.
• Sample: Trigger invoice and monitor changes upon student enrollment.
3.11. GoCardless
• Feature/Setting: Bill/Invoicing API + Mandate events for payment status.
• Sample: Direct debit invoice upon registration; notify on payment receipt.
3.12. Mailgun
• Feature/Setting: Email Notifications – automated email for invoices and reminders.
• Sample: Trigger outbound "invoice" template upon registration confirmation.
3.13. Google Sheets
• Feature/Setting: Script Automation – log invoice generation, payment, and reminder status.
• Sample: Use Apps Script to update sheets on invoice and payment events.
3.14. Microsoft Power Automate
• Feature/Setting: Automated Flows – connect registration and invoicing APIs, send Teams/Email alerts.
• Sample: Flow triggers QuickBooks or Stripe invoice on form submission.
3.15. Salesforce
• Feature/Setting: Process Builder / Flow – automate record creation and payment status update.
• Sample: Salesforce Flow triggers invoice via integrated finance app.
3.16. HubSpot
• Feature/Setting: Workflow Automation – push registration data to payment partner; trigger reminders.
• Sample: Workflow fires API call to invoice endpoint.
3.17. DocuSign
• Feature/Setting: Envelope Creation API – automate invoice document generation and signature.
• Sample: Send invoice contract to parent post-registration.
3.18. Slack
• Feature/Setting: Incoming Webhooks – real-time alert for unpaid/overdue fee.
• Sample: Post message to finance channel when payment status updates.
3.19. Asana
• Feature/Setting: Task Automation – auto-create payment follow-up tasks based on invoice status.
• Sample: Task assigned if payment not tracked within X days.
3.20. Monday.com
• Feature/Setting: Automation recipes – invoice status triggers, notify responsible staff.
• Sample: Set up automation to notify or escalate unpaid invoices.
Benefits
4.2. Automated payment tracking reduces admin time and minimizes missed or delayed payments.
4.3. Seamless reminders and follow-up boost collection rates and parent compliance.
4.4. Integration across business tools centralizes records, reporting, and accountability.
4.5. Scalable for multi-location operations without extra staffing or complexity.