This training guides you through a structured workflow triggered by failed payments, pause requests, or offboarding actions.It handles tagging, pipeline updates, team notifications, customer communication, and reporting—automatically. With built-in follow-ups and task creation, your entire payment lifecycle is systematized and stress-free.
1. Navigate to "Automations".
2. Open "3 | Scaling Pack 🏛️ | Advanced".
3. Select "09 | Payment Management 🏦".
4. What This Automation Does
✅ Detects failed payments & triggers follow-ups
✅ Processes pause requests smoothly
✅ Automates offboarding & final communication
5. Review Your Triggers
✔️ Stuck Payment → Automatically activates when a payment fails
✔️ Pause Requested → Manually triggered by tagging the contact
✔️ Support Request → Triggered when a contact completes your offboarding form
✔️ Offboarded Client → Triggered when the offboarding tag is added
6. Each of these triggers branches into a dedicated follow-up process.
7. Handling Payment Failures: Recovering Revenue
This branch automatically notifies customers & organizes tracking, tasks, and reporting for failed payments.
8. First Steps: Contact Management
✔️ Update pipeline stage (to reflect payment status)
✔️ Add tags for tracking
✔️ Update the contact field
✔️ Create a follow-up task for your team
9. Optional: Google Sheets Integration
✔️ If you're tracking account reporting via Google Sheets, update it here.
💡 Pro Tip: Contact Team OS for a Google Sheets template!
10. Automated Notifications
✔️ Notify your team of the failed payment
✔️ Send an alert to the customer with a direct link to the payment portal
11. Automated Payment Check
✔️ The system waits 1 day before checking if the payment was made.
✔️ The Payments Received Automation updates the contact status once payment is received.
💡 Haven’t set up your Payments Received Automation?
Check out that walkthrough first!
12. If Payment is Made:
✔️ Update contact pipeline, tags, fields & reports to reflect successful payment.
13. If Payment is NOT Made:
✔️ Continue the follow-up sequence.
14. The process will continue for a total of 5 days.
15. After 5 Days of No Payment:
✔️ Notify your team
✔️ Create a high-priority task to contact the customer directly
16. Processing Pause Requests: Keeping Clients Engaged
✔️ This branch activates when a customer requests a service pause.
17. First Actions: Internal Updates
✔️ Update pipeline stage to reflect paused status
✔️ Notify your team to review the request
18. Customer Communication & Feedback Collection
✔️ Send a confirmation message to the contact
✔️ Include a feedback form to understand their reason for pausing.
✔️ Create a follow-up task for your team to ensure a smooth pause process
19. Handling Offboarding Requests: A Structured Exit Process
✔️ This branch triggers when a contact completes the offboarding form.
20. First Actions: Internal Updates
✔️ Update pipeline stage to reflect an offboarding request
✔️ Notify your team for review
21. Customer Communication & Review Process
✔️ Send a confirmation message to the contact
✔️ Create a review task for your team to ensure the request aligns with your terms of service
22. Final Offboarding: Wrapping Up the Client Lifecycle
✔️ This branch finalizes the offboarding process.
23. Internal Process Updates
✔️ Update the client’s pipeline stage
✔️ Add offboarding tags
✔️ Notify your team
✔️ Update any account reports
24. Final Offboarding Messages
✔️ Send final closure emails with:
📌 Steps to officially close their account
📌 Any tasks they need to complete
✔️ Create a follow-up task for your team to ensure a smooth transition.