Payment Schedule Correspondence Templates

Form Letter and SMS Correspondence for your Payment Schedules.

Overview

When setting up your Payment Schedules, you have the option to send notifications to guests under specific conditions automatically.

You can use SMS and/or Email templates (also known as form letters) to automatically notify guests about upcoming scheduled payments or changes to their payment schedule.

The Templated Correspondence that you will need for this is:

Notification of Pending Payment.
This template automatically alerts guests that a payment is scheduled to be processed in a specified number of days.
- Setup > Payment Schedule Template > Add/Edit > Triggers > Timed Triggers
- An RMS Form Letter Template for Notification of Pending Payment is available for download HERE
Notification of Changes to your Payment Schedule.
This template is automatically sent to guests when a reservation is modified in a way that affects the payment amount or schedule.
- Setup > Payment Schedule Template > Add/Edit > Triggers > Reservation Amendments
- An RMS Form Letter Template for Changes to the Payment Schedule is available for download HERE

Payment Schedule Merge Fields

There are several Merge Fields available specifically for Scheduled Payments.

These merge fields are found under the Merge Table of Reservation, and the available merge fields are:

Merge Field Name	Merge Field	Description
Payment Schedule Amount	«rPaymentSchedule_Amt»	The Payment Schedule amount for the selected reservation.
Payment Schedule Amount Due Date Long	«rPaymentSchedule_Due_Date_Long»	The Payment Schedule due date displayed as: Monday, 1 January 2025 DOW, DD MM YYYY
Payment Schedule Amount Due Date Medium	«rPaymentSchedule_Due_Date_Medium»	The Payment Schedule due date displayed as: 01 Jan 2025 DD MMM YYYY
Payment Schedule Amount Due Date Short	«rPaymentSchedule_Due_Date_Short»	The Payment Schedule due date displayed as: 01/01/2025 DD MM YYYY
Payment Schedule Paid	«rPaymentSchedule_Paid»	The total of all Payment made on the account.
Payment Schedule Charge Method	«rPaymentSchedule_ChargeMethod»	The Method that the Payment will be Processed by. CC Token, Pay By Link, Manually Processed.
Payment Schedule Table	Populates a table with: «rPaymentSchedule_Due_Date_Medium» «rPaymentSchedule_Amt» «rPaymentSchedule_ChargeMethod»	Populates a table with the Payment Schedule details. • Payment Due Date • Payment Amount • Charge Method
Payment Schedule PS Table	«rPaymentSchedulePS_Table»	Populates a table with every scheduled payment in date order, showing the payment date, the amount due on that date, the running total charged to date, and the payment method. A Total Reservation amount row is added at the bottom.
Payment Schedule PS Due Date	«rPaymentSchedulePS_Due_Date»	The due date of a scheduled payment, displayed as: 10 Sep 2026 DD MMM YYYY
Payment Schedule PS Amount Due	«rPaymentSchedulePS_Amount_Due»	The amount to be collected on that payment date only.
Payment Schedule PS Total Charged To Date	«rPaymentSchedulePS_Total_Charged_To_Date»	The running total of all scheduled payments up to and including that payment date.
Payment Schedule PS Payment By	«rPaymentSchedulePS_Payment_By»	The method that the payment will be processed by.
Payment Schedule PS Total	«rPaymentSchedulePS_Total»	The total reservation amount covered by the Payment Schedule.

Payment Schedule Table for Guest Correspondence

The Payment Schedule PS Table merge field populates a table that sets out the full Payment Schedule for a guest. It lists every scheduled payment in date order, including payments that are overdue or have already been processed.

Each row shows the amount to be collected on that date only, next to a running total of everything charged up to and including that payment, so a guest can see both the next charge and their total commitment. A Total Reservation amount row is added at the bottom.

The table a guest receives looks like this:

Payment Date	Amount Due	Total Charged to Date	Payment By
10 Sep 2026	$1,750.00	$1,750.00	Secure Credit Card Token
29 Sep 2026	$3,500.00	$5,250.00	Secure Credit Card Token
Total Reservation amount		$5,250.00

Please Note! The Payment Schedule merge fields already in use are unchanged. Add the Payment Schedule PS Table merge field to a template to use the table above.

Tip! Templated Form Letters are available to get you started. Click HERE for the list of Available Templates.

Please Note! The 2-Way SMS Module will need to be activated in the Module Market before you can send SMS Messages.

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Overview

Payment Schedule Merge Fields

Payment Schedule Table for Guest Correspondence

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