Automated Tuition Autopay Failure Follow-Up
After tuition autopay runs in Lillio, WebRun checks for failed or declined charges, captures the family and amount, logs each to a sheet, and drafts a gentle note in Gmail with how to update payment, left unsent for your director to review and send.
How do I follow up on failed childcare tuition payments automatically?
After tuition autopay runs in Lillio, WebRun checks billing for failed or declined charges and captures each family, amount, and reason. It logs them to a Google Sheet and drafts a gentle recovery note per family in Gmail with how to update payment, left unsent for your director to review and send, keeping collections friendly.
- Failed charges get a gentle note within the same billing run
- Every note is drafted and waits for the director to send
- Cleared and retried payments drop off the list automatically
Built for childcare directors · daycare owners · billing coordinators · center administrators
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
www.lillio.comin a real browser with your saved login - no setup, no API keys. -
1
Lillio - find failed charges
lillio.com
WebRun reviews billing for failed autopay charges in Lillio. - Open Lillio billing after the autopay run and review payment status
- Find charges that failed or were declined and read the reason given
- Capture the family, the amount, and the failure reason for each
Done when Every failed or declined autopay charge is listed with the family and amount.
-
2
Google Sheets - log what failed
google.com
WebRun records each failed autopay charge in a ranked sheet. - Log each failed charge with the family, amount, and failure reason
- Sort so the largest or repeat failures rise to the top
- Skip families already contacted about this charge to avoid double notes
Done when The sheet lists every failed charge with the family and reason, ranked by amount.
-
3
Gmail - draft recovery notes
gmail.com
WebRun drafts a payment recovery note per family and leaves it unsent. - Draft a gentle note to each family explaining the charge did not go through
- Share how to update the card or bank details and re-run the payment
- Leave every note unsent in Drafts for the director to review and send. Never email a family or retry a charge on its own
Done when A recovery note sits in Gmail Drafts for each family, none sent and no charge retried.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it email families or retry the charge on its own?
No. WebRun drafts each recovery note and leaves it unsent in Gmail Drafts, and it never re-runs a payment. Your director reviews the note, edits it, and sends only what they approve. Retrying a charge stays a human action in Lillio.
How does it know a payment failed?
After the autopay batch runs, WebRun reads the payment status in Lillio billing, identifying charges marked failed or declined and the reason given, such as an expired card or insufficient funds, so the right families get a clear, specific note.
What if the payment later clears?
WebRun reads the live status in Lillio, so a charge that succeeds on retry or a family that updates their card no longer shows as failed and is left out of the draft notes on the next run.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.