Client: Booking Agency
Case Background:
The client had a complex web of up-front, installment, and subscription payments coming in from multiple payment platforms and in multiple currencies, and needed a simple dashboard to easily view, manage, and reconcile payments and automate subscription management and refunds.
Payment Dashboard
We designed a simple payment dashboard with features including:
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Dashboard views for the client to easily filter and view payments by product, currency, payment account, or chronologically.
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One-click action buttons to cancel or re-activate services, send documentation to clients, and update various business details for clients, such as the company's registered address and activation date.
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Calculations and views for reporting revenue for bookkeeping and tracking revenue and profits per client and per product for revenue forecasting.
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Bidirectional syncs with the client's payment gateway, product catalog, and CRM.
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​A dashboard to manage recurring subscription customers, highlighting failed payments and overdue payments to protect revenue.
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A dashboard to manage customers paying on installment plans, forecasting revenue due and highlighting late payments.
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Unique portal links generated for each installment and subscription customer to manage their payment plans.
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One-click action buttons to update payment records, initiate refunds, cancel subscriptions and installment plans, and view the customer's details in the client's CRM and payment gateway.
Recurring Payment Automation
We built a user-friendly system for the client and their customers to manage and track recurring payments, backed by an automated workflow that worked as such:​
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When a new subscription or installment plan was created, the customer would be sent a custom-generated URL with a portal that they could use to cancel, pause, or extend their payment plan at any time.
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A customer could customize the period and number of installments in a plan via this custom portal, which would dynamically calculate the installment amounts. Customers would receive automatic emails when future installments are due, and the plan would be finished automatically in the gateway upon confirmation of the final payment in the dashboard.
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The dashboard recorded expected payment dates for subscriptions and plan completion dates for installment plans. Customers with overdue or missing payments would receive a series of automatic email reminders, and the client would receive a Slack notification with a one-click button to cancel the customer's plan.
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Plan cancelations (whether initiated via the customer's portal or the client's dashboard) would trigger a cancelation (and possibly a partial refund) through the payment gateway and initiation of the offboarding process in the client's CRM.
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The client could initiate refunds via a quick action button on the dashboard, which would trigger the refund via the client's payment gateway.
