Subscription Automation for a Leading School Dismissal Service Provider

Client Background

Our client is a leading school dismissal service provider, offering solutions such as after-school pickup software, student dismissal applications, and multi-modal dismissal tracking. Serving a diverse range of schools—including international, preschool, and daycare—they streamline student pickups, optimize schedules, and enhance safety through vehicle identification and timely parent notifications. As their operations began to scale, they recognized the need for an automated subscription management and pricing system to alleviate the administrative time required to complete invoicing and payment collections.

Client Challenges

The client faced several significant challenges:

• Lack of a scalable system for collecting and tracking payments.
• The need to accommodate varied pricing structures across different schools created operational challenges.
• Managing custom pricing, along with fees per pupil and per school, made billing and payment collections challenging.
• The fluctuation in student numbers, like mid-cycle changes was difficult to manage, involving frequent billing adjustments.
• Fluctuations in student enrollment during summer camps led to billing inaccuracies.
• Manual intervention was required to renew or extend the subscription after the expiration date.
• Stiff competition from third-party providers offering multiple flexible payment options led to lost sales opportunities.

Our Solution

We integrated Saaslogic’s subscription management platform to streamline subscriptions, automate invoicing, and simplify the payment process. The platform allowed for custom pricing models, which provided accurate per-pupil and per-school charges for general school operations and summer-camps. A dedicated customer portal was implemented, allowing customers to view invoicing and payment history, review a log of notifications, and manage payments in real-time. The customer portal allowed for their customers to modify their subscriptions based on rules set at the discretion of the merchant’s team. This ensured better control and oversight, empowering both the merchant's team and their customers to manage subscriptions with ease, ultimately enhancing customer satisfaction and operational efficiency.

We introduced pro-rated invoicing across all payment options, ensuring accurate student billing with adjustments for mid-cycle enrollments or withdrawals. Our team integrated Authorize.net natively, enabling secure and efficient payment processing. Additionally, the seamless integration with QuickBooks streamlined financial management and reporting, reducing time spent on billing issues by at least 75%.

Saaslogic’s robust notification system sends timely alerts to both merchants and customers. Notifications include subscription alerts, payment messages, pre-renewal reminders, billing alerts and more. This allowed the merchant to better manage and track subscriptions, while customers receive real-time alerts to stay on top of their payment schedule.

Achieved Results

For Merchant

• The invoicing process was fully automated, reducing errors and cutting down time spent on billing issues by 75%.
• Accommodated quick change of plans and quantities, allowing for real-time adjustments or updates in the next billing cycle.
• The upfront invoicing or pre-pay methodology scheme benefited the client through smooth onboarding and ensured their commitment, while maintaining payment flexibility.
• By natively integrating with the Authorize.net payment gateway, we ensured automatic recurring billing and seamless continuity of historical payment records.
• A dunning system was used to deal with the failed payments so that overdue payments were recovered in the most efficient manner.

For Customer

• Easy access to a centralized portal to view invoices, review notifications, execute real-time payments, and manage subscriptions.
• Integrated online facility for payment; this provides the advantage of safe and simple processing in payment.
• Pro-rated invoicing allowed customers to experience accurate billing, reflecting changes in the number of students or billing dates, providing peace of mind and financial clarity.
• Reception of real-time notifications, including invoice generation messages, subscription alerts, pre-renewal reminders, and invoice due alerts helped stay informed and on top of their subscriptions.

The Saaslogic Edge

Saaslogic has become the leader in innovative solutions for this fast-paced sector, making the subscription management process far more streamlined for service providers. We simplify subscriptions through automated and personalized invoices and provide flexible choices for payment. By empowering a diverse range of clients with exceptional efficiency and accuracy, we continue to push the boundaries of innovation and effectiveness in subscription management, driving even greater results for businesses.