This workflow automatically generates monthly invoices for enrolled children, processes payments through multiple channels, and handles payment failures with parent notifications. It ensures timely billing cycles and reduces administrative burden while maintaining accurate financial records.
Monthly billing cycle date arrives (typically 1st or 25th of month)
Each node represents an automated step. Connections show how data and decisions move through the workflow.
Detailed explanation of each automated stage in the workflow.
The scheduled monthly billing date triggers automatic invoice generation for all actively enrolled children. System pulls current enrollment data and fee schedules.
Creates detailed invoices for each child including tuition, meals, late fees, and additional services based on attendance records. Applies any sibling discounts or scholarship adjustments automatically.
Delivers invoices via email and in-app notifications to parent accounts with payment due dates and available payment methods. Includes detailed breakdown of charges and credits.
Charges stored payment methods including credit cards, ACH transfers, and digital wallets for families enrolled in autopay. Processes payments securely through integrated payment gateways.
Evaluates whether automatic payments processed successfully or failed due to insufficient funds, expired cards, or other issues. Routes to appropriate follow-up actions.
Sends immediate failure notifications to parents with retry options and alternative payment methods. Updates account status and applies late fees according to facility policies.
Records all successful payments, outstanding balances, and applies credits to child accounts. Generates financial reports for administrative review and compliance documentation.
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