PDCflow Workflows
Event planning companies that want to simplify esignatures, deposits, and automated recurring billing for stress-free event coordination
See the workflow step-by-step
Your challenge
- Balancing contract management, payment collection, and event planning responsibilities.
- Keeping track of multiple client contracts and ensuring timely signatures.
- Collecting initial deposits and setting up recurring payments without confusion or delays.
- Keeping track of recurring invoice payments and minimizing late or missed installments.
- Providing clients with a secure, easy-to-use payment experience.
What's going wrong
- Following up on unsigned contracts and overdue payments steals time from more strategic work.
- Missing deposits or delayed recurring payments disrupt your event budget planning.
- Manual tracking of contracts and payments increases errors and administrative headaches.
- Complex or disjointed payment processes leave clients feeling uncertain and dissatisfied.
- Outdated payment methods fail to meet modern compliance and client expectations.
What you'll need
- Flow for eSignatures with Payments Added
What you'll do
- Create custom payment schedules for each client with ease. Set clear terms for payments to avoid confusion or disputes.
- Send contracts and payment plans digitally for fast, legally binding signatures. Track signature status in real-time to ensure nothing falls through the cracks.
- Capture the initial deposit upfront, ensuring your event coordination starts on solid financial footing.
- Automate recurring billing reducing manual follow-ups and late payments. Keep clients informed with automatic payment reminders and receipts.
- Gain visibility into contract signing and payment status across all client accounts. Address issues promptly with detailed reporting.
HOW YOU'LL DO IT
- Create a recurring payment schedule
- Send payment plan for review and signature
- Collect the first payment or deposit
- Get real-time notifications
- Automate recurring payments
- Monitor progress in real-time
Start in your PDCflow dashboard view.
- Click on New Schedule.
- Ensure you have the client’s details, including their name, email address and/or mobile phone number, and payment terms ready to go.
- Input the details: total amount for services, initial deposit, recurring payment amount, frequency, and start date.
- Decide if your client will enter their payment data (credit card or bank account information) after reviewing billing terms and signing.
- Toggle Request Payment Data to Yes (reduces PCI scope and data breach risk).
Click Save Schedule.
- Immediately view the schedule details.
Your client reviews the schedule.
- Accepts and signs.
- Enters their payment data if required.
- Upon completion, the client’s first payment will be processed immediately using PDCflow’s secure, PCI-compliant payment processing.
- The client can send a copy to themselves or view the audit report.
Receive an email notification
- When your schedule is signed and the deposit payment is completed an email notification is sent.
- Schedule information updates to an active status.
- Payment status updates and a transaction ID is shown.
- Payment schedule history is updated.
PDCflow’s billing system does the work.
- The remaining payments in the plan will be automatically scheduled and processed.
- Clients will receive reminders before each payment is due, keeping them informed and engaged.
Track the status of signatures and payments in your PDCflow reports.
- Use the Financial Reports and Schedule Reports to review client activity, payment success rates, and account balances.
The problems you will solve
- Eliminate payment delays by securing deposits upfront and automating recurring billing to maintain a consistent cash flow.
- Automating reminders and payment schedules minimizes the time spent chasing clients for payments or signatures.
- Providing a secure, transparent, and professional payment process improves client satisfaction.
- Stay organized by tracking real-time payments and signatures to ensure no details fall through the cracks.
Who used it & real-life benefits
“Easy process. Clients are responding fast and getting deposits in.”
EastCoast Entertainment
Joe Nelson, Controller
Read the Full Case Study
Want to know more about PDCflow Software?
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See how our Flow Technology can create a one-step workflow for your contracts/invoices and payments. Book a demo today.
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