How-to: Automatically Charge Travelers on a Payment Schedule using AutoPay

Trials starting November 2024

🏧 What is AutoPay?

AutoPay allows you to automatically charge travelers on a payment schedule. This feature builds upon the Save Credit Card/Payment Method functionality.

Step-by-Step Overview:

1. Enable Saved Payment Methods
   • Planners must allow travelers to save a credit card or payment method first.
2. Enable AutoPay
   • Once enabled by the Planner, travelers can enroll in AutoPay during their payment process.

 

Watch the video recording of the AutoPay Product Workshop:

 

🎒 What does the AutoPay experience look like for the Travelers?

1. Enroll in AutoPay during payment

When a Traveler is logged-in, they can enroll in AutoPay via the PAY NOW button on their Checkout or Invoice Page:

In the Stripe pop-up window:

They will see a checkbox under Save card/payment details for future use to enroll in AutoPay:

 

If the Traveler is not logged-in, they will be prompted to log in or create an account before enrolling in AutoPay:

 

2a. Successful payment and AutoPay enrollment

Once enrolled, the next payment will be shown on the Invoice page:

 

Travelers will receive an email confirming their successful payment and enrollment in AutoPay, and that the next scheduled payment(s) can be found by clicking on View Invoice:

2b. Canceling AutoPay

Travelers can cancel AutoPay at any time.

When they do, they’ll receive a confirmation email:

 

2c. If AutoPay fails

If a scheduled payment fails:

• The traveler will receive an email notifying them:
  • AutoPay has been cancelled.
  • They need to view their Invoice Page to make a manual payment.

Then, clicking on the 'View Invoice' button from the email will bring them to their Invoice page, showing them that:

1. their AutoPay for an installment payment has failed
2. they've now been un-enrolled/cancelled from AutoPay because of this failure
3. make a successful payment (with a Credit Card or ACH Payment Method that works) in order to re-enroll in AutoPay again

 

3. Scheduled payment email reminders

Travelers will receive email reminders for upcoming payments based on the Planner’s settings:

• 1 day before a scheduled payment.
• N days before (default is 7 days; customizable by the Planner).

4. Payments processed automatically until all Installments are complete

AutoPay will continue to charge the saved payment method according to the payment schedule set by the Planner:

 

⚙️ As a Planner, Setting up AutoPay for all of your Trips

1. Enable AutoPay

As a Team Admin, go to ACCOUNT > PAYMENTS, and scroll to Settings. Since AutoPay is the 2nd step of a 2-step process, check the box to Enable people to save their payment methods for future use:

2. Configure the Prompt and Consent Text for AutoPay

Then, check the box to Enable AutoPay; configure the text for AutoPay consent prompts:

3. Set Up Automated email Reminders

Two automated reminders will be sent to travelers:

• 1 day before a scheduled payment.
• N days before (default is 7 days).

The message in the box will be included in both reminders above all the standard information. As shown by [PlannerOptionalMessage]

4. Track Traveler enrollment progress

Under MANAGE PAYMENTS, the PAYMENT METHOD column shows a few icons to indicate the travelers' enrollment progress:

1. = Saved Card
2. = Saved (US) Bank Transfer Method such as ACH
3. = AutoPay is enrolled, with an upcoming payment and a balance remaining
4. = AutoPay cancelled due to last payment failed, hence balance owing
5. = Saved Card expired
6. no icon = If AutoPay is canceled but a traveler makes a successful payment, no icon will appear

5. View scheduled payments

Where to find upcoming AutoPay schedules once a Traveler has enrolled in AutoPay successfully:

1) TripBoard

2) MANAGE PAYMENTS - expanded view

3) Trip Page, the Invoice section

6. Get Notifications When

• Traveler made a successful AutoPay payment.
• Traveler canceled their AutoPay payment.
• Traveler's AutoPay payment failed.

 

FAQ

1. What happens if the trip price changes while Traveler are enrolled in AutoPay?

Any increase or decrease will amend in the Balance payment. We will not overcharge at the time of a payment.

For example:

The Trip price drops so the Amount Due is $0 but a Balance Payment of $1500 is Scheduled, that means the Balance Payment will NOT be charged.

But if the Balance Payment was Scheduled for $1500, and they owe $1800 at the time the AutoPay charge is scheduled, then they will be charged $1800.

2. If a Traveler enrolls into AutoPay using Stripe ACH (US Bank Transfer) for the first time, since it takes a few days for ACH to clear at the bank, will they be automatically enrolled in AutoPay once the payment clears?

Yes, the scheduled payments will appear once the payment clears. Please note that we MAY in future change that to send an email notification to the Traveler when this payment is initiated (ie. pending), but that is NOT the case right now.

3. When can a Traveler enroll in AutoPay?

A Traveler can enroll in AutoPay when: 

1. They are logged in with the same email they registered on the trip
2. They use a supported payment method (via Stripe Credit Card or ACH)
3. The checkout flow or invoice allows them make a payment
4. They check the boxes to Save Payment Method + enroll in AutoPay when making their payment

This is regardless of pending payments (unless something is blocking payment, like a pending payment that drops the balance to 0)

4. What if a Traveler who is not enrolled in AutoPay misses a payment deadline?

See Catchup Payments

 

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