Deposit and installment plan tracking

Purpose

1.1. Automate tracking of deposits and installment plans for student payments, flag overdue payments, alert staff and students, update financial records, and trigger follow-up actions for compliance, reporting, and forecasting.
1.2. Synchronize payment data from varied sources, send reminders, generate installment schedules, and reconcile transactions from bank and payment gateways, ensuring financial transparency and reducing manual errors in adult education institutions.

Trigger Conditions

2.1. New deposit or installment payment recorded in finance system or spreadsheet.
2.2. Due date of next installment or final payment approaching or missed.
2.3. Update or completion status change in payment gateway or student CRM.
2.4. Discrepancy in reconciled accounts.
2.5. Payment notification received via connected payment processors.

Platform Variants

3.1. Stripe
• Feature/Setting: Webhook for “payment_intent.succeeded”; configure endpoint to grab payment info and trigger workflow.
3.2. PayPal
• Feature/Setting: Instant Payment Notification (IPN); endpoint captures updates to payment statuses for deposits/installments.
3.3. QuickBooks Online
• Feature/Setting: API – “Create Payment” and “List Payments”; webhook on payment addition or update.
3.4. Xero
• Feature/Setting: Webhook/API on “Payment Created” or “Payment Updated” events, sync to central tracking.
3.5. FreshBooks
• Feature/Setting: Webhook/API “Payment Made”; triggers when installment paid.
3.6. Zoho Books
• Feature/Setting: Automation rule on “Invoice Paid”; connect to workflow engine for reminders.
3.7. Microsoft Excel Online
• Feature/Setting: “Worksheet Changed” trigger from Microsoft Graph; configure to watch deposit column.
3.8. Google Sheets
• Feature/Setting: “On Change” with Google Apps Script; scans for due installments and triggers actions.
3.9. Salesforce
• Feature/Setting: Process Builder or Flow; triggers on opportunity/payment stage changes for adult learners.
3.10. HubSpot
• Feature/Setting: Deal stage workflow on “Payment Due” property; automate reminders and updates.
3.11. SAP SuccessFactors
• Feature/Setting: Integration Center webhook on finance object changes; updates or flags overdue payments.
3.12. Oracle NetSuite
• Feature/Setting: SuiteScript scheduled job on installment records; triggers events on overdue/missed payments.
3.13. WooCommerce
• Feature/Setting: “Order Paid” webhook; automates status update and next payment reminder.
3.14. Moodle
• Feature/Setting: Event monitoring on payment plugin; fires when student installment is logged or missed.
3.15. Canvas LMS
• Feature/Setting: Course-level API events for “User Enrollment With Payment”; updates central tracker.
3.16. Slack
• Feature/Setting: Incoming Webhook or Workflow Builder notification; notifies staff on payment statuses.
3.17. Twilio SMS
• Feature/Setting: Programmable SMS API; sends automated reminders to students before due dates.
3.18. SendGrid
• Feature/Setting: API/mail send; triggers templated payment reminders to students and staff.
3.19. Pipedrive
• Feature/Setting: “Deal Stage Changed” webhook or automation; manages payment schedules via custom fields.
3.20. Trello
• Feature/Setting: “Card Due” automation via Power-Up or API; manages follow-up tasks for overdue payments.
3.21. Monday.com
• Feature/Setting: Board automation on status change “Payment Overdue”; escalates overdue cases.
3.22. Airtable
• Feature/Setting: Automation on record update in “Installments” base; sends notifications or updates.

Benefits

4.1. Minimizes late or missed payments via automated notifications and escalations.
4.2. Increases financial accuracy and audit readiness by synchronizing records in real-time.
4.3. Reduces administrative workload and eliminates manual payment reconciliation.
4.4. Improves student and staff satisfaction through timely communication and proactive alerts.
4.5. Enables actionable reporting and forecasting from consolidated, up-to-date payment data across systems.