Automate overdue payment escalation procedures

Purpose

 1.1. Ensure timely collections by automating the follow-up and escalation process for overdue tuition or membership payments in Aikido schools.
 1.2. Reduce manual administration, maintain positive member relationships, and support school cashflow stability.
 1.3. Notify staff and escalate to different mediums (email, SMS, call, CRM task) in structured sequences, with audit trails and options for payment settlement.
 1.4. Integrate with payment processors and school management systems for accurate detection and workflow automation.

Trigger Conditions

 2.1. Payment due date passes without successful transaction or member-initiated notification.
 2.2. Transaction failure code received from payment gateway (e.g., Stripe, PayPal, Square).
 2.3. Repeated missed payment attempts (e.g., more than two failures in one billing cycle).
 2.4. Manual flagging by staff in the school management software for special cases or returned checks.

Platform Variants

 3.1. Twilio SMS
  - Feature/Setting: Configure Programmable Messaging API to deliver custom overdue notices using “POST /Messages” endpoint with member's mobile.
  - Sample: Send SMS with invoice link and escalation reminder.

 3.2. SendGrid
  - Feature/Setting: Mail Send endpoint “POST /mail/send” to deliver escalating email series upon each payment failure.
  - Sample: Email template for 1st, 2nd, and final overdue reminder.

 3.3. Stripe
  - Feature/Setting: Use “Invoice.payment_failed” webhook to trigger escalation workflow on failed auto-pay attempts.
  - Sample: Trigger notifications or CRM task creation.

 3.4. PayPal
  - Feature/Setting: Listen to “PAYMENT.SALE.DENIED” webhook and pass context to workflow for follow-up initiation.
  - Sample: Alert admin and member via email.

 3.5. Square
  - Feature/Setting: Register “payment.updated” webhook to detect missed payments and fire downstream automations.
  - Sample: Notification and escalation ticket creation.

 3.6. Zoho CRM
  - Feature/Setting: Create Workflow Rule and Custom Function to automate follow-up tasks, notes, and contact status update.
  - Sample: “IF overdue, THEN add ‘Payment Escalation’ task to contact.”

 3.7. Salesforce
  - Feature/Setting: Use Process Builder or Flow to trigger automated email, SMS, and task generation on Payment_Status__c = 'Overdue'.
  - Sample: Multi-step escalation with owner alerts.

 3.8. QuickBooks Online
  - Feature/Setting: Use “Invoice Overdue” event via APIs to send notifications and trigger other escalation outputs.
  - Sample: Automatic creation of draft follow-up letters.

 3.9. Google Sheets
  - Feature/Setting: Watch for overdue rows via Sheets API and trigger external send actions using Apps Script.
  - Sample: Auto-mark row and send personalized notice.

 3.10. Outlook (Microsoft 365)
  - Feature/Setting: Configure Flow/Power Automate to send template emails with escalation tags on flagged invoices.
  - Sample: Sequential overdue notices to student/guardian.

 3.11. Slack
  - Feature/Setting: Send alert messages via Incoming Webhooks to finance/admin channels when new payment is overdue.
  - Sample: Prompt for manual intervention if unpaid past final escalation.

 3.12. Mailgun
  - Feature/Setting: Use “messages” API to deliver series of emails with increasing urgency on overdue status change.
  - Sample: Dynamic merging of recipient and payment data.

 3.13. DocuSign
  - Feature/Setting: Automate sending of formal demand/settlement letters via eSignature once maximum escalation reached.
  - Sample: “Create Envelope” API for compliance documentation.

 3.14. HubSpot
  - Feature/Setting: Use Workflows to set contact properties and trigger tasks or personalized comms on overdue flag.
  - Sample: Move contact to “Escalation” pipeline.

 3.15. Asana
  - Feature/Setting: Use “task.create” API to assign an escalation task for staff at each stage of overdue.
  - Sample: “Payment Follow-up: Member X, Invoice #Y.”

 3.16. Freshdesk
  - Feature/Setting: Auto-generate tickets via API or webhook when payment not received, route to finance support group.
  - Sample: Attach payment history to ticket.

 3.17. Trello
  - Feature/Setting: Power-Up or API to create card on escalation list when overdue detected; include payer and amount.
  - Sample: Card moves between columns per escalation stage.

 3.18. Intercom
  - Feature/Setting: Use event-based messaging to trigger in-app or email reminders and log payment status with user ID.
  - Sample: Send chat follow-up for unresolved cases.

 3.19. Monday.com
  - Feature/Setting: Automate board updates and notification pulses based on payment overdue field via API trigger.
  - Sample: Escalation pulses to finance lead.

 3.20. Zendesk
  - Feature/Setting: Create ticket using API or workflow on overdue trigger for traceable, auditable follow-up with member.
  - Sample: Attach all comms and payment attempts.

 3.21. Xero
  - Feature/Setting: Monitor for Payment Overdue status via Xero API and fire escalation notifications.
  - Sample: Automated letter generation to debtor.

 3.22. ActiveCampaign
  - Feature/Setting: Use automations based on “Tag Applied: Overdue” to send escalating email series or assign tasks.
  - Sample: Escalation email and task assignment flow.

Benefits

 4.1. Reduces administrative load and error rates in following up overdue tuition.
 4.2. Speeds up payment collection and improves cashflow forecasting.
 4.3. Frees staff for student service, not debt chasing.
 4.4. Increases parent/member satisfaction via consistent communication standards.
 4.5. Automatically generates documentation for compliance and future reporting.
 4.6. Provides a multi-channel escalation, raising urgency at each step.
 4.7. Customizes follow-ups based on payment gateway, member profile, and history.
 4.8. Supports integration with all leading Aikido school management and financial systems.