Automated failed payment follow-up and resolution workflow

Purpose

   1.1. Proactively detect failed membership, class, or session payments for aerobics instructors, addressing issues to ensure revenue continuity.
   1.2. Initiate immediate, guided outreach to clients with failed payments while logging attempts and outcomes.
   1.3. Automate retries, notifications, and escalation for unresolved cases, minimizing manual financial follow-up for instructors.
   1.4. Integrate with calendars and accounting for streamlined financial management and reporting.

Trigger Conditions

   2.1. Payment gateway reports transaction failure (e.g., insufficient funds, expired card).
   2.2. Payment status remains “unresolved” after retry window.
   2.3. Manual flag by finance/admin team.
   2.4. Recurring billing job returns “failure” event.

Platform Variants

   3.1. Stripe
      • Feature: Webhooks (charge.failed); configure endpoint to receive failed payment notifications.
   3.2. PayPal
      • Feature: IPN (Instant Payment Notification); listen for txn_type=“recurring_payment_failed”.
   3.3. Square
      • Feature: Webhooks (payment.failed); route alerts to automation engine.
   3.4. GoCardless
      • Feature: Webhooks/subscription.failed; auto-trigger follow-up sequence.
   3.5. QuickBooks
      • Feature: API (Reports/Invoices/List); flag “overdue” or “failed” status for action.
   3.6. Xero
      • Feature: API (GET Invoices); filter for failed or unpaid invoices.
   3.7. Chargify
      • Feature: Webhooks (payment_failure); start automated customer contact workflow.
   3.8. FreshBooks
      • Feature: API (GET Payments); scan for status=“failed” and trigger.
   3.9. Twilio
      • Feature: Programmable SMS; send payment failure alerts to client’s mobile.
   3.10. SendGrid
      • Feature: API/v3/mail/send; configure template to deliver email reminders upon payment issue.
   3.11. Mailgun
      • Feature: /messages API; send automated payment failed notifications.
   3.12. Zoho Books
      • Feature: Webhooks/API; trigger payment notice when invoice marked as failed.
   3.13. HubSpot
      • Feature: Workflows; auto-create task and email in deal pipeline for payment failure events.
   3.14. Salesforce
      • Feature: Process Builder/Flow; initiate case and email on failed payment API call.
   3.15. ActiveCampaign
      • Feature: Automations; send failed payment email sequence and tag contact.
   3.16. Monday.com
      • Feature: API; auto-create task and update payment status in board.
   3.17. Slack
      • Feature: Incoming Webhooks; notify instructor or finance channel instantly.
   3.18. Zapier
      • Feature: Zap workflow; connect payment failure trigger to actions such as TASK creation or message.
   3.19. Google Sheets
      • Feature: API; append failure event and customer details for centralized tracking.
   3.20. Notion
      • Feature: API; create/update database item for each failed payment and outreach action.
   3.21. WhatsApp Business API
      • Feature: Message endpoint; send reminder to client’s preferred contact app.
   3.22. ClickSend
      • Feature: SMS API; automate retry and escalation SMS to client and admin.
   3.23. Intercom
      • Feature: API/in-app message; alert client in product interface for payment resolution.

Benefits

   4.1. Ensures rapid response to payment failures with zero manual effort required from instructors.
   4.2. Multi-channel communication maximizes client engagement and resolution rate.
   4.3. Centralizes and timestamps all follow-up actions for financial transparency.
   4.4. Reduces administrative overhead, ensuring focus on class delivery and business growth.
   4.5. Seamlessly integrates with existing financial, CRM, and communication tools for cohesive workflow.