Automated Follow-Ups for Renewals and Payments
Automated follow-ups send renewal reminders, overdue payment notes and prospect nudges at the intervals you choose. Each message goes out on the channel the member reads, in wording your team has approved.
Follow-ups no longer rest on one person
A community manager may remember that a studio is up for renewal, that two invoices are open and that a prospect asked to be called later. When all of that sits in one head, leave or a busy week means it is missed. The schedule holds it instead, and it does not take holidays.
What goes out, and when
What a good post-tour message looks like
Operator guides agree on timing. A thank-you soon after the visit and a check-in two days later get more replies than a single note a week on.
Limits set on purpose
Decisions to make before switching it on
- How many reminders before you pick up the phone yourself
- Which members are always handled by the owner and never by the schedule
- Sending hours, so nothing lands at night
- Who approves the wording and how often it is reviewed
Where these messages come from
Questions to settle before rollout.
Use a representative scenario to decide what this part of the system must show and where review is still needed.
Automated Follow-Ups for Renewals and Payments
Can the same receipt be allocated without counting the money twice?
Take an unallocated amount in “Automated Follow-Ups for Renewals and Payments” and apply it to the intended balance. Review the remaining amount and the original receipt reference together.
Background reading: ERPNext: payment allocation
Invoices
Can you explain the balance from its original documents?
Select a partly settled example in “Invoices”. Ask for the invoice, allocated receipts and remaining balance to be shown together before agreeing the opening figures.
Background reading: ERPNext: outstanding invoices
Frequently asked questions
Can we word the messages ourselves?
Yes. Templates are written with you at set-up, in your own tone, and can be changed later on request.
Will a member be chased while we are negotiating with them?
No, once you take them off the schedule. That is one action. Automatic reminders suit members who forgot, and they are switched off for those in a dispute.
Where does this stop and general automation begin?
The automation screen covers jobs your team stops doing, such as the monthly invoice run. This one is narrower. It covers what reaches a member or a prospect, when, and in whose words.
Can reminders go out at set hours only?
Yes. Sending hours are configured, and most centres keep every message inside working hours.
How soon after a tour should a prospect hear from us?
The same day is best. Operator guides suggest a thank-you within the hour and a check-in about two days later, while the visit is still fresh.
Should the first overdue reminder be firm?
No. Most late payments are oversight. A friendly first note settles them, and a firmer one is kept for the second round.
Does a reminder stop when the member pays?
Reminders read from the invoice, so a payment marked against it takes the member off the overdue list. Confirm this timing during scoping for your payment channels.
Tell us what you need.
Share your requirements and one of our engineers will come back to you within one business day.
What happens after you share your requirements
- A senior engineer reads your answers. Nobody phones first.
- Within one business day you get a written note: what we understood, what we would start with, and the questions we still have.
- If it fits, a proposal follows with the order of work, what we need from you and what you receive at each step.
- No call is booked and nothing is paid until you have read the note. Your details stay with us.
Start with your requirements
Seven short steps that tell us what you need. A senior engineer reads them before anyone gets in touch.
Share your requirements