Automated Payment & Booking Reminder System for an Adventure Travel Company

Overview

Built an automated payment and booking reminder system for an adventure travel company that sells trips booked months in advance with multiple deposit and balance payment deadlines. The system automatically reminds travelers ahead of each payment due date and flags overdue balances for staff follow-up before a trip's final payment deadline puts a reserved spot at risk. This replaced a manual tracking spreadsheet that occasionally let a payment deadline slip past unnoticed, creating awkward last-minute conversations with travelers. Reminder timing and tone were tuned specifically for the long booking windows adventure travel involves, rather than reusing a generic e-commerce reminder cadence. An adventure travel company selling trips booked months in advance tracked multiple deposit and balance payment deadlines on a manual spreadsheet that occasionally let a deadline slip past unnoticed, creating awkward last-minute conversations. We built an automated reminder system that alerts travelers ahead of each payment due date and flags overdue balances for staff follow-up, with reminder timing and tone specifically tuned for the long booking windows adventure travel involves. We mapped the company's actual multi-month payment schedules across different trip types before setting reminder timing, since a generic e-commerce cadence wouldn't fit trips booked months out. The system ran alongside the old spreadsheet for one full booking cycle before fully replacing it. Missed payment deadlines dropped to near zero, and staff time spent manually tracking payment schedules across active bookings fell by an estimated 60%.