Check Failed 1st Purchase, Failed Payment Plans, Manually Re-charge Card
What: (1) Check failed payments and send email; (2) At the same time, we check: Failed Payment Plans; (3) Check for any cc updates
Why:
(1) To ensure that we're doing a follow-up to potential customers;
(2) Sometimes there is a glitch with IFS. It may fail to take someone's payment, it may fail to put them in the decline sequence;
(3) Check Infusionsoft for any new CC update - if any, connect new CC to existing PP or use to process any unpaid balance
When: Daily
Who: VA
https://sites.google.com/site/wildlywealthywiki/x-recurring-tasks/x-daily-check-failed-1st-purchase-failed-payment-plans
Payment Plan Tracking and Follow-up
What: When a customer purchases a payment plan, their details are added to the Payment Plans all products_2025 spreadsheet to track payments and ensure follow-up for overdue payments.
Why: This allows the VA or bookkeeper to track payments and reach out to customers if payments are overdue.
When: Daily
Who: VA
https://sites.google.com/site/wildlywealthywiki/x-processes/payment-plan-tracking-and-follow-up
Email Broadcast Report
What: Update the Email Broadcast Tracker Report with the latest data from Keap/Infusionsoft.
Why: The report will show the most effective email broadcasts in terms of open rate, etc.
When: Every month
Who: VA
https://sites.google.com/site/wildlywealthywiki/x-processes/x-update-email-broadcast
Update Podcast downloads (from Omny)
What: Pull up a report of Podcast Omny downloads
Why: This is so we are up-to-date with our podcast Downloads.
When: Monthly
Who: VA
https://sites.google.com/site/wildlywealthywiki/x-podcast/x-update-podcast-downloads-from-omny
Update Bookkeeping AMEX & Stripe
What: Due the first week of each month or as soon as a completed month is ready (take note of when each one is ready, and then create the reports all at the same time based on the one that is available the last):
Why: For Sandy to get report of credit card statements
When: Every month
Who: VA
https://sites.google.com/site/wildlywealthywiki/x-processes/update-bookkeeping-amex-stripe
Update Marketing Spreadsheet
What: Check Infusionsoft and update the spreadsheet for a report.
Why: For Sandy to work out next year's (2024) marketing calendar and need to know what we did this year
When: not recurring - back in 2023
Who: VA
https://sites.google.com/site/wildlywealthywiki/x-processes/update-marketing-spreadsheet
Update Sales Report
What: Get report of sales
Why: To have an overview of the sales
When: Every month
Who: VA
https://sites.google.com/site/wildlywealthywiki/x-processes/update-sales-report
Tracking Optins
What: Track opt-ins
Why: For visibility and Sandy to check mainly how many new contacts are added to the list through the forms by opting in
When: Every month
Who: VA
https://sites.google.com/site/wildlywealthywiki/x-processes/x-tracking-optins
Card Expiry Monthly Checking
What: Do a report at the start of each month and any cards that are due to expire, just make a note to check their order and if on a PP that they either update their card or you follow them up (cos IFS won't try and run an expired card and you won't be notified).
Why: That way if they don't update and pay you can put them in the decline sequence on the date their payment was due to be made
When: Every month
Who: VA
https://sites.google.com/site/wildlywealthywiki/x-cs-billing/x-process-card-expiry-monthly-checking