Tuition Reminder & Overdue Account Alert System
A done-for-you education and training automation built for the Business Office Manager, connecting Twilio, QuickBooks, and Mailchimp so the work below happens on its own.
What this automation does, step by step
Five days before each tuition installment is due, families are automatically sent a reminder email and text with the amount owed and a direct payment link, cutting down on the "when is this due again" calls to the front office.
Accounts that go seven days past due are automatically flagged to the business office manager with a payment history summary, and a second, more direct reminder goes out on day ten before any human has to get involved.
Families on a payment plan get their own tailored schedule of reminders rather than a generic notice that doesn't match their terms.
The business office spends its time on the handful of accounts that genuinely need a conversation instead of chasing every family every month.
- FACTS or Procare (tuition management)
- Zapier or Make.com
- Twilio
- Mailchimp
- QuickBooks
Using different software? We build around what you already have, so you never have to switch tools to automate.
The manual way vs. the automated way
Without automation
Done by hand, this depends entirely on a business office manager remembering to check in, update records, and follow up, with no safety net if something slips. It rarely feels urgent in the moment, but it adds up fast.
With this automation
- Invoices generated the moment a job or milestone completes
- Polite, escalating payment reminders that run on schedule
- Failed payment recovery for subscriptions and memberships
- Expense, commission, and reconciliation work handled automatically
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