How-to: Automatically charge travelers on a payment schedule using AutoPay

Trials starting November 2024

AutoPay Release popup

As a Planner, set up AutoPay in your YouLi Account

Configure Prompts and Consent for AutoPay

As a Team Admin, under ACCOUNT > PAYMENTS, check the box to "Enable AutoPay" and then complete the configuration options.

enable-autopay-planner-defaults-7-days

Where this is shown to Travelers

Based on the configured Consent Text, Travelers will be prompted to select to save their payment method and then have the option to "Enroll in AutoPay" as shown:

Enroll in AutoPay - after successful payment

Enrollment in AutoPay requires consent provided when a successful payment is made via Stripe.

Once enrolled, the next payment will be shown on the invoice, blocking the Traveler from making a payment without first cancelling the AutoPay enrollment

Scheduled Payments 

When a Traveler is enrolled, the upcoming payments will appear in the TripBoard and under Manage Payments, and on the Trip Page Invoice.

Manage Payments Icons

There are 5 payment method icons that appear in the Manage Payments table

  1. saved_card Saved Card
  2. saved_bank_transfer Saved (US) Bank Transfer
  3. enrolled-autopay AutoPay enrolled
  4. cancelled-autopay AutoPay cancelled and last payment failed and balance owing
  5. saved_card_expired Saved Card expired

In the case where AutoPay has been cancelled and the Traveler has made a successful payment since then, no icon will be shown.

managepayments-payment-method-states-all-five

TripBoard Example

autopay-tripboard-scheduledpayments-h

Manage Payments Exampleautopay-managepayments-scheduledpayments-h

Trip Page Invoice Exampleautopay-trippage-invoice-schedulepayments-h

AutoPay Reminder Emails

Two emails are sent to remind Travelers of the upcoming scheduled payment.
  1. An automated reminder is always sent 1 day before a schedule payment is taken
  2. A second automated reminder will be sent N days before - where N > 2 
    • Default is 7 

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

Default text is:

Thanks for scheduling an automated payment. Late fees may apply if this charge fails so be sure your saved payment method is still valid.

Be sure to revise if you don't plan to apply late fees - but this does give you the option to do so at your discretion. Use Line Items to apply a late fee.

Screenshot of Reminder Email Template

The shortcodes shown in square brackets in the screenshot of the email template below will be replaced with the relevant values for each Traveler.

Cancelled AutoPay Confirmation & Failure Emails

If the Traveler chooses to cancel AutoPay, they will be sent a confirmation like this:

AutoPay will be also be cancelled when a failure occurs. The Traveler can re-enroll by making another payment and checking to enroll again.

Their confirmation will contain additional information about the failure that caused AutoPay to be cancelled.

Failed Payment Email Reasons - will be shown in place of [FailureMessage] 

  • Card declined
  • Saved method has been removed
  • No amount owing on the Trip
  • AutoPay disabled by Planner