Description
The AI Recurring Billing & Dunning Manager is a managed monthly service that operates your failed‑payment recovery pipeline end-to-end. We profile failed payments, run segmented retry schedules and customer messages, and escalate high‑value cases to your teams with suggested next steps.
You keep control of approvals and routing while implementi.ai takes responsibility for running, monitoring and tuning the automation. The solution is useful when manual chasing creates inconsistent messaging, inefficient retries and avoidable cancellations.
The problem
When dunning is handled manually or with one-size-fits-all reminders, finance teams are flooded with noisy alerts and low-value tasks. Repetitive manual retries, unsegmented messages and unclear escalation rules mean high operational cost, frustrated customers and missed recovery opportunities. As subscriptions scale, maintaining correct retry timing, personalized messaging and accurate account state becomes harder: you need consistent rules, reliable integrations to payment and billing systems, and a single place to see exceptions and outcomes.
What this solution automates
This product automates the operational work required to recover failed recurring payments and reduce avoidable churn. implementi.ai designs, runs and maintains the recovery flows so your team focuses on the high‑value exceptions.
- Automated payment retry scheduling and orchestration across agreed gateways.
- Segmented, personalised email and SMS messages triggered by payment state and risk profile.
- AI-assisted classification of failed payments by recovery likelihood and suggested next actions.
- Automated routing of high-value or unusual cases to sales/support with suggested scripts.
- Ongoing monitoring, error handling and monthly tuning of rules, content and timing.
What your business gains
- Recover more payments without extra headcount. Automating retries and targeted messaging reduces manual outreach while capturing revenue that would otherwise be lost to churn.
- Consistent, customer-appropriate communication. Segmented messaging reduces friction by sending the right tone and offers to the right customers at the right time.
- Clear escalation for high-value accounts. Critical cases are routed to your nominated teams with concise context and suggested next steps, so revenue teams act where they have most impact.
- Lower operational noise. Centralised monitoring removes duplicate alerts and reduces time spent investigating routine failed attempts.
- Ongoing improvement. Monthly tuning of retry logic and message content ensures the automation adapts to changing payment behaviour and platform updates.
A practical use case
Imagine a mid‑market SaaS provider that bills monthly to thousands of subscribers. The finance team spends hours each week chasing failed cards, sending identical reminders and manually flagging accounts for sales follow-up. With this service, failed attempts are automatically profiled, retried according to tuned schedules, and matched to personalised message sequences. High-value accounts that need human intervention are routed to the right team with a short action checklist. The company retains more customers and the finance team shifts to handling exceptions and improving recovery rules rather than manual outreach.
Who is it for?
- Finance teams at subscription businesses that need to reduce time spent on manual payment recovery.
- Billing operations teams that want consistent retry rules and fewer ad‑hoc processes.
- Customer success or retention teams that require targeted messaging and clear routing for high-value churn risk.
- Companies using multiple billing or messaging providers that need a single, managed recovery pipeline.
What is included in the monthly service
The monthly subscription covers the managed operation and continuous improvement of your dunning automation. Implementi.ai configures and runs the agreed recovery flows, connects to the systems we confirm during onboarding, monitors the automation and handles errors, and performs reasonable configuration updates and monthly tuning.
- Operating the automation and managing integrations agreed before launch.
- AI processing required for candidate classification and message personalization.
- Monitoring, incident handling and routine fixes to keep the agreed solution working.
- Monthly tuning of message content, timing and retry rules based on observed results.
When this solution may not be necessary
- Businesses with only occasional single‑invoice collections and no recurring payments—manual processes may be sufficient.
- Organizations that require in‑house, self‑managed tooling rather than a managed monthly service.
How it works
- Initial discovery and integration. We confirm which payment gateways, billing/subscription platforms and messaging providers you use and agree the access method and scope before any work begins.
- Data ingest and baseline analysis. Recent payment attempts, subscription state and account metadata are collected so we can profile failure patterns and identify recovery segments.
- Risk profiling and segmentation. AI models classify failed payments by recovery likelihood and commercial value using account age, payment history and product information.
- Managed retry orchestration. The service runs timed retry rules across the agreed gateways and records outcomes; rules are segmented by risk and customer attributes.
- Personalised messaging sequences. Segmented email/SMS templates are sent according to the chosen flow, with content tailored to the customer situation and recovery strategy.
- Escalation and handoff. High-value or complex cases are routed to your nominated teams with a concise summary and suggested scripts to minimise handling time.
- Monitoring and monthly tuning. We continuously monitor performance and adjust retry timing, messaging and routing as part of the monthly service.
Example workflow
For example, imagine a company that bills monthly and sees hundreds of failed card attempts daily. The system ingests recent payment records and subscription status, then AI classifies each failed attempt as ‘high recovery’, ‘low recovery’ or ‘requires manual review’ based on payment history and account value. The automation schedules retries for ‘high recovery’ cases with a short, personalised email reminder; ‘low recovery’ cases receive a different message and fewer retries. When a high-value account repeatedly fails, the case is flagged and routed to sales with a short checklist; routine recoveries complete automatically and are logged for reporting.
Integrations
Typical systems
Typical systems we connect to include payment gateways (for example Stripe, Adyen or PayPal), subscription and billing platforms (for example Stripe Billing, Chargebee, Recurly), CRM systems (for example Salesforce, HubSpot), messaging providers (for example Twilio, SendGrid) and accounting exports or ERP systems. Other systems can potentially be connected; exact compatibility is confirmed before launch.
Connection methods
Connections are agreed during onboarding and commonly use available APIs, webhooks, or secure CSV/data exports. Where needed we can work with webhook events, scheduled exports, Google Sheets or other agreed data endpoints. The chosen method depends on each system’s capabilities and security policies; we confirm the approach before implementation.
What we need from your company
Before launch we agree the systems to be connected, the data fields required (payment attempts, subscription state, customer contact data, account value), the events that trigger retries and messages, and your routing/approval rules for escalations. We also need a nominated contact for decisions about message content and escalation criteria. Exact access methods and data requirements are confirmed and agreed prior to implementation.
FAQ
What systems do you integrate with?
We typically integrate with payment gateways, billing/subscription platforms, CRMs and messaging providers. Specific systems and connection methods are confirmed during onboarding; we do not assume compatibility until confirmed.
Do you send messages on our behalf?
Yes. We manage and send email and SMS through your chosen messaging provider or an agreed service as part of the configured flows, using templates you approve.
How are exceptions handled?
Exceptions and high-value accounts are routed to your nominated teams with a concise context card and suggested scripts. Routine recoveries are automated; the escalation rules are configured during setup.
What does the monthly subscription cover?
The monthly fee covers operating the agreed automation, required AI processing, monitoring, error handling, maintenance and reasonable configuration updates and tuning. Exact scope is confirmed before launch.
How long does implementation take?
Launch time depends on the number and complexity of integrations, data availability and the scope you select. We confirm a realistic timeline and scope during discovery; we do not publish fixed guarantees.
How do you handle customer data?
Access methods and the data required for the service are agreed during onboarding. We operate the recovery flows using the agreed integrations and maintain operational records needed to run the service.
Price
The activation fee covers the initial setup, implementation and launch of the agreed automation scope.
The monthly subscription covers the ongoing operation, maintenance and management of the automation service.
The exact scope and final monthly subscription are confirmed before launch.
Ready to automate this process?
Tell us which billing, payment and messaging systems your company currently uses.
We’ll confirm how this solution can be connected, its scope and the final monthly subscription.
| Email uscontact@implementi.ai | Call us+48 660 983 178 |
