Manual dues billing requires staff to create individual invoices, send them to members, track payments, and reconcile accounts across multiple tools. This repetitive work consumes significant time and creates delays in payment collection and reporting.
Automation generates invoices in bulk, matches incoming payments automatically, sends overdue reminders, and reconciles accounts without manual intervention. The result is faster billing cycles, same-day payment matching, and improved collection rates.
The full workflow, from trigger to completion.
On the scheduled billing date (e.g., first of month), the automation retrieves the active member list and begins the invoice cycle.
The automation reads the member list and creates invoices for all members in one operation, setting due dates and amounts automatically.
The automation sends personalized invoice emails to each member, including the invoice PDF and payment instructions.
The automation continuously monitors for incoming card payments and matches them to member invoices using email or member ID.
Matched payments are automatically recorded, marking invoices as paid and updating member account status.
The automation checks for invoices past their due date and flags them for follow-up, generating a list of members to contact.
Overdue members receive automated reminder emails with a payment link and updated due date.
The automation sends a daily summary showing invoices sent, payments received, and outstanding balance, alerting the finance team to any issues.
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