Payment Failure Recovery & Collections Workflow System
A done-for-you telecom automation built for the Billing Manager, connecting Twilio, Airtable, and Google Sheets so the work below happens on its own.
What this automation does, step by step
When a payment fails, this automation immediately attempts a retry after 24 hours, sends the customer a payment failure notice with an update link, and tries a second retry at 72 hours if the payment method hasn't been updated.
Accounts still unpaid after seven days move into a structured collections workflow: a service interruption warning at day 10, a courtesy hold at day 15, and escalation to the collections team with the full payment history on day 21.
The billing manager sees a live aging dashboard by delinquency bucket rather than working from a static report, and each stage of the collections workflow runs automatically without a billing agent manually managing each account through the sequence.
- BSS billing platform or Stripe (payment processing)
- Zapier or Make.com
- Twilio (payment failure and collections SMS)
- Email (payment update and warning notices)
- Airtable or Google Sheets (collections aging dashboard)
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
The manual approach means a billing manager handles each case reactively, after someone has already noticed something went wrong. 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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