Skip to main content

Final Payment Reminders Automation

The Final Payment automation ensures all remaining balances are collected before guest arrival, protecting both the property owner and guest experience.

Overview​

Purpose: Collect final payments before arrival to prevent payment issues during stay.

Trigger: 30, 14, 7, and 3 days before arrival.

Channels: Email (primary), SMS for urgent reminders, phone calls for unresponsive guests.

Setup Instructions​

  1. Navigate to Automations in your SendSquared dashboard
  2. Click + Create New Automation
  3. Select Final Payment from the template library
  4. Configure the automation with the following nodes:

Step 1: Configure Payment Timeline​

  1. Select the Date-Based Trigger
  2. Set payment timeline checkpoints:
    • 30 days before: Initial notification
    • 14 days before: Payment reminder
    • 7 days before: Urgent reminder
    • 3 days before: Final notice

Step 2: Add Balance Verification​

  1. Add Payment Status Check:
    • BalanceAmount > 0
    • ArrivalDate within X days
    • ReservationStatus = 'Confirmed'

Step 3: Create Payment Urgency Flow​

  1. Design Progressive Messaging
  2. Configure Auto-charge Options
  3. Set up Manager Escalation

Email Templates​

30 Days Before Arrival​

Subject: Secure your stay - Final payment due in 30 days

Dear [Guest Name],

Your exciting vacation to [Location] is getting closer! Here's a friendly reminder about your final payment.

Reservation Summary:
• Property: [Property Name]
• Dates: [Arrival Date] - [Departure Date]
• Total Cost: $[Total Amount]
• Amount Paid: $[Paid Amount]
• Final Balance: $[Balance Amount]

Payment Due: [Due Date] (30 days before arrival)

Secure Payment Methods:
1. Auto-pay (recommended): [Set up Link]
2. Pay online: [Payment Link]
3. Pay by phone: [Phone Number]

Setting up auto-pay ensures:
✓ No last-minute payment stress
✓ Secure your vacation plans
✓ Priority status for special requests

Questions? We're here to help!

Best regards,
[Payment Team]
[Company Name]

14 Days Before Arrival​

Subject: Payment reminder: Your [Location] vacation is 14 days away!

Hi [Guest Name],

We're looking forward to welcoming you to [Property Name] in just 2 weeks!

Payment Due Soon:
• Amount: $[Balance Amount]
• Due date: [Due Date]
• Booking #: [Reference Number]

Quick Payment Options:
→ Pay now: [Payment Link]
→ Update card: [Update Link]
→ Schedule auto-pay: [Setup Link]

Why pay on time?
• Avoid potential cancellation
• Lock in your current rate
• Qualify for early check-in
• Ensure smooth arrival experience

We recommend setting up auto-pay to avoid any last-minute concerns.

Looking forward to your stay!

[Guest Services]

7 Days Before (Urgent)​

Subject: ACTION NEEDED: Final payment due in 7 days

Dear [Guest Name],

IMPORTANT: Your final payment is due in 7 days to secure your reservation.

Payment Details:
• Amount due: $[Balance Amount]
• Due by: [Due Date]
• Property: [Property Name]

TO SECURE YOUR RESERVATION:
1. Pay immediately: [Payment Link]
2. Call to arrange payment: [Phone Number]
3. Set up auto-payment: [Link]

Without payment by [Due Date]:
- Reservation may be canceled
- Full deposit refund may take 7-10 days
- Alternative booking at current rates
- No guarantee of availability

Please act today to secure your vacation plans.

Sincerely,
[Accounting Manager]
[Direct Phone]

3 Days Before (Critical)​

Subject: FINAL NOTICE: Payment required in 3 days

[Guest Name],

This is your FINAL NOTICE regarding payment for your upcoming stay.

CRITICAL INFORMATION:
• Balance due: $[Amount]
• Due date: [Due Date]
• Days remaining: 3

IMMEDIATE ACTION REQUIRED:
• Pay now: [Payment Link]
• Call immediately: [Phone]
• Last chance: [Time] today

Without payment, your reservation will be:
1. Automatically canceled at [Time]
2. Full refund issued in 7-10 business days
3. Property released to other guests

Contact me directly to resolve:
[Manager Name]
[Direct Phone]
[Email]

SMS Templates​

7 Days Reminder​

Final payment of $[Amount] for [Property] due [Date]. Pay now at [Link] to secure your stay - [Company]

48 Hours Critical​

URGENT: $[Amount] due in 48 hours for [Property]. Pay today at [Link] or call [Phone] to avoid cancellation - [Company]

24 Hours Last Chance​

FINAL NOTICE: $[Amount] for [Property] due tomorrow. Pay at [Link] or call [Phone] by 5PM - [Company]

Phone Script for Non-Responsive Guests​

[FINAL PAYMENT FOLLOW-UP SCRIPT]

Opening:
"Hi [Name], this is [Agent] from [Company]. I'm calling about the final payment for your upcoming stay at [Property] on [Date]."

Urgent Assessment:
1. "Have you received our payment reminders?"
2. "The balance of $[Amount] is due [Date/Days]."
3. "How would you like to handle this payment?"

Resolution Options:
→ Take payment: "I can process your card right now over the phone"
→ Payment plan: "We can split this into two smaller payments"
→ Alternative dates: "Would different dates work better financially?"

Cancellation Warning:
"Without payment by [Date], we'll have to cancel your reservation. I really don't want that to happen. How can we solve this today?"

Manager Escalation:
"Let me connect you with my manager who might have additional solutions."

Auto-Payment Setup​

Auto-Pay Enrollment Email​

Subject: Set up auto-pay for your [Location] stay

Dear [Guest Name],

Make your vacation stress-free with automatic payment!

Benefits of Auto-Pay:
✓ Never miss a payment deadline
✓ Lock in your reservation immediately
✓ Automatic payment on [Due Date]
✓ Update or cancel anytime before due date

How it works:
1. Click to enroll: [Setup Link]
2. Confirm payment details
3. Relax - we'll handle the rest

Amount to be charged: $[Balance Amount]
Scheduled for: [Due Date]

Questions? Call [Phone] or reply to this email.

Best regards,
[Payment Team]

Post-Payment Confirmation​

Successful Payment Confirmation​

Subject: Payment received - Your vacation is confirmed!

Dear [Guest Name],

Thank you! We've successfully received your final payment.

Payment Details:
• Amount: $[Amount]
• Date: [Date]
• Payment method: [Card ending in XXXX]
• Confirmation #: [Reference]

Your Reservation is Now:
✓ Fully paid
✓ 100% confirmed
✓ Ready for check-in

Next Steps:
1. Detailed check-in info arriving [X] days before stay
2. Request special services any time
3. Download our mobile app for 24/7 support

We're excited to welcome you in [X] days!

Thank you for choosing [Company]!

[Guest Services Team]

Failed Payment Handling​

Failed Payment Notice​

Subject: Payment declined - Immediate action required

Dear [Guest Name],

Unfortunately, your payment was declined today.

Failed Transaction:
• Amount: $[Amount]
• Card ending: [XXXX]
• Reason: [Insufficient funds/Card expired]
• Retry attempts: [X]

To prevent cancellation:
1. Update card info: [Link]
2. Try alternative payment: [Link]
3. Call for assistance: [Phone]

Your reservation will be held until:
Tomorrow at [Time]

After this, your booking may be canceled.

Please act immediately.

[Payment Security Team]

Alternative Payment Methods​

PAYMENT OPTIONS AVAILABLE:

1. ACH Bank Transfer
   • No credit card fees
   • Direct bank payment
   • 2-3 business days

2. PayPal/Venmo
   • Instant processing
   • Secure payment
   • Easy for international guests

3. Wire Transfer
   • Large payments
   • Immediate processing
   • Bank-to-bank secure

4. Payment Plan
   • Split into 2-3 payments
   • No extra fees
   • Automatic scheduling

Contact us to set up: [Phone]

Pre-arrival Payment Checklist​

FINAL PAYMENT AUTOMATION FLOW:

30 Days Before:
□ Initial reminder sent
□ Auto-pay option offered
□ Payment link generated

14 Days Before:
□ 2nd reminder sent
□ Card expiration checked
□ Manager notified of outstanding

7 Days Before:
□ Urgent reminder sent
□ SMS notification added
□ Cancel/rebook options prepared

3 Days Before:
□ Final notice sent
□ Daily monitoring starts
□ Alternative properties listed
□ Manager approval for holds

24 Hours Before:
□ Multiple reminders
□ Phone follow-up scheduled
□ Cancellation process ready

Best Practices​

  • Start gentle, escalate gradually
  • Offer auto-pay prominently
  • Multiple payment method options
  • Clear cancellation warnings
  • Flexible payment solutions
  • Document all communications
  • Manager review for large balances
  • Immediate payment confirmations

Measuring Success​

Track these metrics:

  • Final payment collection rate
  • Auto-payment enrollment rate
  • Late payment reduction
  • Cancellation due to non-payment
  • Guest satisfaction scores