Fee and package billing at language schools involves manually checking student enrollments, looking up course fees, creating invoices, and tracking package consumption across multiple spreadsheets and systems. This fragmented process creates delays, errors, and significant administrative overhead.
Automation retrieves enrollment data, validates pricing, generates invoices automatically, sends them immediately, and reconciles payments in real time. Students receive invoices within minutes of enrollment, and payment tracking becomes accurate and continuous.
The full workflow, from trigger to completion.
A new enrollment or package purchase is logged in the student management system or received via webhook. The automation platform receives the student ID, course code, and enrollment date.
The automation queries the student database and fee schedule to retrieve the student name, email, course fee, and package entitlements. It validates the data before proceeding.
The automation creates a new invoice with the student details, course code, fee amount, and package line items. It sets the due date based on school policy.
The automation sends the invoice to the student's email address, including a personalized message with payment instructions and due date.
The automation creates or updates a package record, logging the package type, quantity, and start date. This serves as the source of truth for package consumption tracking.
The automation monitors for incoming payments and automatically reconciles them against the invoice. It updates the student record with payment status.
The automation checks for unpaid invoices past their due date and sends automated reminder emails. It escalates to staff if payment is not received after two reminders.
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