About This Automation
Deposit and payment tracking covers calculating deposits, invoicing customers, matching incoming payments, and chasing overdue balances across separate booking and accounting tools.
The automated version calculates deposits, issues invoices, matches payments to bookings, and sends reminders on a schedule without manual lookup. The result is faster invoicing, more accurate payment matching, and consistent follow-up on overdue balances.
Top friction points when done manually
The issues teams report most often with this process
Automation readiness
How well-suited this process is for automation
How The Automation Works
The full workflow, from trigger to completion.
A confirmed booking with a deposit requirement starts the workflow automatically.
The deposit percentage, amount, and due date are computed from the booking and package details.
An invoice is generated and emailed to the customer without manual entry.
The due date, invoice number, and booking reference are recorded automatically.
Payments landing are matched to the correct booking and invoice.
If a due date passes unpaid, a reminder email goes out on a fixed schedule until paid.
The customer receives confirmation the moment a payment is matched to their booking.
The booking is marked paid in full once the balance clears, closing out the record.
Most popular tool stack used
— the complete tool combinations companies use
FareHarbor
Xero
Stripe
Gmail
Google SheetsWhat you get when you map this process
Everything you need to understand, plan, and build your automation.
ROI and business case
What this process costs today and what changes once it's automated.
Launch schedule
What gets built, in what order, and what success looks like once it's live.
Process runbook
How the automation runs day to day, including exceptions and human decision points.
Developer handover pack
Full build spec, logic, and configuration — ready to hand off without a briefing call.
Integration and connections guide
Every tool connection, credential, and data mapping the build needs.
Test and QA plan
Every scenario checked and signed off before the automation goes live.
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Frequently asked questions
Everything you need to know before mapping this process.
Map this to your business to get your exact numbers.
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