Renewal reminders that stop when a payment lands

A services company’s team was spending hours every week reminding customers about renewals and overdue invoices by hand. We built an engine that sends renewal and overdue emails on each customer’s dates, stops the reminders as soon as a payment lands and lets the team edit the content and timing themselves.

Services companyRenewals and billing

What changed since launch

These are the results since the engine went live.

25 hoursOf manual follow up handed back to the team every week

$100KIn overdue and upcoming invoices recovered or back in active follow up in the first 43 days.

Where they started

Every renewal reminder was written and sent by hand, and overdue invoices were chased whenever someone had time, so some slipped through.

What we built

We turned the follow ups the team already did by hand into sequences with their own timing and tone, and gave the team an admin page to run them.

Renewal and overdue sequences tied to each customer’s dates.
Reminders that stop as soon as a payment lands.
Content and timing the team edits without a developer.
A log of every message, who got it and why.

How it runs today

The engine runs every day, and the team edits content and timing from the admin page, sees every message that went out in the log and reviews the results with us each month.

Inside the workflow

Select any part of the map to see what it reads, what it writes and who approves the result.

Renewal engine

It watches every renewal and invoice date, picks the matching sequence, sends the next message on time and logs every send.

Runs onEvery day

Edited byThe client’s team, from the admin page

LogEvery message, with when and why it went out

Moving lines show which way information flows

How the workflow runs

A date comes up

A renewal or invoice date enters its reminder window.

The sequence is chosen

Each sequence uses the content the team wrote for it.

It sends and logs

The message goes out and the send is recorded.

The team reviews

The team sees every send in the log, adjusts content or timing from the admin page and reviews the results with us each month.

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