Automatic Late Fees & Automatic Cancellation

Why do I need this?

• ⚠️ Do you see too many orange triangles in your Manage Payments report?
• 📤 The three automated reminders just don't seem to cut through?
• 🕙 You have a Late Fee policy but it's a hassle to implement and you HATE feeling like the bad guy

How does it work?

1. Turn on Automatic Late Fees
   1. We recommend pairing this with AutoPay to make it easy to avoid the late fee
2. Set your policy
3. Turn on for the Trips where you want it to apply
   1. This allows you to roll this out and test your policy - so not all Trips have the policy applied.
   2. Be sure to update your Templates to have the right default
4. Let YouLi be the bad guy!
5. Late Fee line items are automatically added to the invoice for people who have not paid their installments according to the policy you set
   1. You and your team can always remove these or adjust these if you want to make exceptions based on extenuating circumstances
   2. Otherwise, the late fee is added to the balance and must be paid to retain the booking.
6. Notify your customers about the policy - the more places the better!
   1. Include it in the Terms & Conditions shown on registration
   2. Include it in the Package description
   3. Include it in the Pricing Explanation
   4. Send out a general update email informing about the policy

Example Policy and Notification Samples

Every business is different, so this may not work for you, but this is a good place to start and consider how you can tweak to fit your situation.

Policy options:

• Late Fee Amount (in Trip Currency)
• Reminder Message
• Number of Days after Installment is Due that Late Fee applies
• Late Fee Confirmation Message
• Enable automatic cancellation
  • Number of Days after Instalment Due to Automatically Cancel
  • Cancellation Warning Message
  • Cancellation Confirmation Message

How do I set it up?

1. Configure Policy under ACCOUNT -> PAYMENTS
2. Pick the TRIPS you want to test and check the box to enable
3. Inform the TRAVELERS on the test TRIPS
4. Monitor the next round of Installments to see if you get a better on-time payment result
5. Roll out to the rest of your TRIPS.

How does the TripBoard show the Automatic Late Fee?

An automatic late fee will be added for each person per installment

If people are paying together, we strive to apply only one late fee per installment for that invitation group. 

[ NEED SCREENSHOT OF TripBoard with automatic late fees ]

How does the Invoice show the Automatic Late Fee?

[ NEED SCREENSHOT OF INVOICE with late fees ]

Note that the label is automatically set to "Automatic Late Fee". This can be changed, but the type of fee cannot. 

The amount of the fee can also be changed if you want to discount the fee or remove it (see below)

Removing Automatic Late Fee

If you want to make an exception to your policy and remove a late fee that was added automatically.

1. Go to the TripBoard for the person with the late fee requesting an exception
2. If it is the day the late fee was automatically applied, set the amount of the fee to $0
   1. Otherwise you risk the automation adding the late fee again
3. If the late fee was added more than a day ago, you can simply delete the late fee

[ NEED SCREENSHOTS ]

Troubleshooting

Q: Why is there is more than one late fee applied on the same invoice

A: This can happen when people were not paying together and are added to the same invitation group paying together. 

But generally the system attempts to avoid applying more than one late fee per invoice per installment. If there is more than one and you think this is in error, simply delete (or zero out) the duplicate fee. 

If this happens regularly, report it to support.