Updated: 12 November 2025 - LC
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).
When: Monthly
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
HOW TO:
Pull up Credit Card Report from Infusionsoft:
Ecommerce > Reports > Credit Card Report
Go to the second tab: Misc Criteria
Scroll down to the Exp Month/Year and select the month you need the report of:
Check each person’s profile for their order/s
If on a PP, let them know that they either update their card or send follow up
Sample email:
Subject: [PRODUCT NAME] update - reminder
Dear NAME,
This is to remind you that the credit card on file for your [PRODUCT] payment plan will expire very soon.
So you continue to have ongoing access to all of your amazing products and programs, we need you to update your payment method.
To add a new credit card or update an existing one, click here: https://qs101.infusionsoft.app/app/orderForms/Update-Credit-Card.
Please note: Your card will not be processed until your monthly payment is due – updating now ensures you don’t lose access when the time comes, and that your account isn't sent to our Collections Agency as per the terms and conditions you agreed to: [LINK TO PRODUCT'S T&C]
If you’d prefer you can update by phoning the office:
Phone from Australia: 0475-833-917
Phone from other countries: +61-475-833-917
Or email us to make other arrangements.
Thanks so much for your prompt attention and we look forward to delivering you more great products and programs to transform your business and your life!
Sandy Forster
Bestselling Author, Speaker & Prosperity Mentor
If they don't update and pay, put them in the decline sequence the date after their payment is due to be made
+1 from the date in their IFS order, or the next business day if their due date falls on a weekend/holiday/date VA's day off
Example:
If a customer on a Payment Plan has a balance due after their CC expires, send the email notifying them of their CC expiring (email above -- step #5)
An email from IFS is sent to VA's email (currently, Lovella only), the same day as the CC expires
Check their account the day AFTER that this customer has updated their CC to confirm if they have updated their CC
Infusionsoft's application time zone is GMT +10 Brisbane, Australia (to check: Admin > Setting > General).
If on that day you checked it's confirmed that they have updated their CC, manually process payment using their updated CC, remove PAYF tag (if already applied) then apply the PAYS tag then check the 'Campaigns' tab and remove them from the decline sequence (if still there) to make sure they will no longer receive the emails
If on that day you checked it's confirmed that they have NOT updated their CC, apply the appropriate PAYF tag (if not yet applied) which will then put them in the appropriate decline sequence
Update the tracker with needed details:
Card Expiry Monthly Checking - Tracker.xlsx
Dropbox Folder: 2022 Virtual Assistant Team > ADMIN > Reports