Payment reminders
How do I chase deposits and balances on WhatsApp?
Set the amount and due date once, and Spun reminds the traveller on schedule until you mark the balance paid.
Start Free TrialLast checked 2026-10-23
Set up a payment reminder with the amount and due date, choose how often it repeats, and Spun sends it on schedule and tracks which travellers have paid. Spun does not take the payment; the reminder carries your own payment link or bank details. Payment reminders come with the Payment Reminders extension. Spun runs on a flat monthly plan with team members free and a free trial, and the reminders go from your own WhatsApp number, with no Business API approval and no new number. Spun does not read your booking system or your bank, so it does not know a balance is paid until someone marks it paid. Until then the reminders keep going on the schedule you set.
What gets in the way
Balances slip past the deadline
Nobody remembered to chase the family travelling in six weeks.
Two agents chase the same traveller
One sends the bank details while the other already had the payment confirmed.
Promises are lost in the chat
"I will pay on Friday" sits in a long thread and nobody checks on Monday.
How your team works it
Install the extension
Install the Payment Reminders extension from the marketplace, then open Payment Reminders from the sidebar.
Create the reminder
Click "+ New Reminder", select the traveller, and set the amount and the due date of the deposit or balance.
Add your payment link
Add your own payment or invoice link if you have one, so the traveller can pay from the reminder.
Choose how often it repeats
Configure the reminder frequency, for example weekly until the due date, and activate it.
Check the Balances section
Open the traveller's chat and look at the Balances section of the contact panel to see what is outstanding and the status of each reminder.
Mark it paid
When the money arrives, mark the reminder paid, so the reminders stop. If the traveller promises a date, record the promise against it.
What Spun gives you
Deposit and balance reminders
Record the amount, due date and your payment link, and Spun reminds the traveller on schedule until you mark it paid. Provided by the Payment Reminders extension.
Learn morePayment details as a quick reply
Save your bank details or payment instructions once and insert them by typing "/". These are your own texts, not WhatsApp Business API templates.
One-off nudges scheduled from the chat
For a single follow-up, schedule a message from the traveller's chat. It sends once at the time you set; it does not read due dates from a booking system.
Learn moreA stage for deposits
Add a stage such as "Deposit due" to the Pipeline and move each booking along, so the team sees who still owes money.
Learn moreInvoices in the chat
Send the invoice or booking summary as a document, and see per message who received it and who read it.
Everyone sees who chased
A message sent from Spun shows a "Sent by" line with the team member's name, so two agents do not chase the same traveller.
Monday at a tour operator with four staff
- 08:45The office manager opens Payment Reminders and sees three balances due this week.
- 09:30A couple books a Jordan tour. The agent creates a reminder for the deposit due in two weeks, with the payment link, repeating weekly.
- 11:10A traveller replies to her reminder that she will pay on Thursday. The agent records the promise in the Balances section.
- 14:00A bank transfer arrives for a group booking. The agent marks the reminder paid and moves the card out of "Deposit due".
- 17:20Before leaving, the manager checks the Pipeline stage for anyone still owing money and adds a one-off nudge for tomorrow morning.
What Spun does not do
- It does not take payments or collect money inside WhatsApp. The reminder carries your own payment link or bank details.
- It does not read your bank, payment provider or booking system. A balance counts as paid only when someone marks it paid.
- It is not a booking engine and does not read due dates from bookings: each reminder is set up by hand.
- It does not use the WhatsApp Business API or its pre-approved message templates, so normal WhatsApp limits apply to your number.
- Payment reminders need the Payment Reminders extension.
Frequently asked questions
How do I chase deposits and balances on WhatsApp?
Set up a payment reminder with the amount and due date, choose how often it repeats, and Spun sends it on schedule and tracks which travellers have paid. Spun does not take the payment; send your own payment link or bank details. Payment reminders come with the Payment Reminders extension.
Can I take payment from a traveller inside WhatsApp?
No, Spun does not collect payments in WhatsApp. It can remind travellers about deposits and balances and track who has paid, while the payment itself goes through your own payment link or bank.
Do the reminders stop when the traveller pays?
They stop when you mark the reminder paid. Spun does not see your bank or payment provider, so it cannot tell on its own that the money has arrived.
Can I record when a traveller promises to pay?
Yes, a promise to pay by a date can be recorded against the reminder in the Balances section of the contact panel, so the whole team can see it.
Can I track deposits and balances on a board?
Yes, the pipeline shows each traveller as a card on stages you name, such as Quote, Deposit, Booked, Travelling and Returned. Moving a card can trigger a WhatsApp message, but only to travellers who wrote to you first.
How do I send my bank details quickly?
Save them once as a quick reply, then type "/" in the empty message box of any chat and pick it. Every agent sends the same details, and they are your own texts, so no template approval is needed.
Try Spun on your own number
Connect the number your guests already use and bring your team in. Team members are free, and the free trial needs no Business API.
Start Free Trial