Automating fee reminders without double-sending
How a fixed reminder, overdue and notice-of-intention-to-cancel ladder keeps fee follow-up consistent, and how appeals and extensions fit in.
Fee follow-up often depends on whoever has time that week. Some students get three reminders and others get none, and a notice of intention to cancel arrives without the earlier warnings that should have come first. Academywise replaces that with a fixed, auditable ladder.
The ladder
For every instalment with an outstanding balance, Academywise works out which notice is due each day:
| Stage | When |
|---|---|
| Reminder | 14, 7 and 1 day before the due date |
| Overdue notice | 1, 7 and 14 days after the due date |
| Notice of intention to cancel (NOIC) | 21 days after the due date, with 7 days to respond |
Only current, non-cancelled students with an email address and an outstanding balance receive notices.
Never sent twice
Before each notice is sent, Academywise records it. Each record is unique for the instalment, the stage and the due date. If the daily job runs again, or two runs overlap, the notice can’t go out twice. Every notice also appears in the student’s communication log.
Appeals and extensions pause and reset the ladder
Students can request an appeal or a payment extension from the student portal, up to three per enrolment. While an appeal is pending, overdue and NOIC notices are paused.
When staff approve an extension, the instalment’s due date moves. Because each notice is tied to a specific due date, the ladder restarts from the new date, with no manual clean-up. Declined requests include information about external review options.
Paying online
Students can pay in full, pay the next instalment or pay any amount from $10 through Stripe, from the student portal or a public payment page that verifies the student by ID and date of birth. Payment records are written only after Stripe confirms the payment.
Allocation of online payments against specific instalments is currently done by staff. Automatic allocation is on the product roadmap.
Before you switch it on
- Review notice wording with your compliance team. The wording Academywise ships with is a starting point.
- Check the response periods for international students. The National Code may require a longer period than for domestic students.
- Decide who receives the Monday overdue fees automated report.
This guide describes how Academywise works and is general information only. It isn't legal or compliance advice. Always confirm your obligations with the official sources linked above.