Gamma Phi Beta's Facilities Management Company Case Study

When they learned about BlueSnap’s AR Automation solution, Gamma Phi Beta’s FMC discovered it provided the intersection of capabilities they needed: the ability to automatically send and collect agreements, automated invoicing, and simple, effective payment collection. It also allows them to set up their housing in such a way that the data is accessible and helpful in running the FMC. Using AR Automation, the FMC is able to fill their available spots quickly and collect late fees at a much higher rate than previously.

When the FMC begins filling up their chapter facilities, members submit housing applications. The agreements are sent out through the AR automation solution, which collects signatures electronically and automatically bills the students and their families at the appropriate times. The FMC can classify each member in the system so they are charged the correct amount, and they have the ability to set the cadence for their invoices and send them out 30 days before collection begins. Bills, reminders and late fees are all automated and collected through the solution.

When the members receive their invoices, they can set up a payment plan that works for them: they can pay all at once, set up a monthly payment plan, or even have the invoice forwarded to their parents for payment. This is a unique solution other providers weren’t able to offer Gamma Phi Beta’s FMC despite it being something many of their members use. Members and their parents can easily pay the invoices with a payment link, set up automatic payments or receive payment reminders. Everything in the system works to make payments as easy as possible for members so the FMC can easily collect the funds.

These features also benefit members who fall behind on their payments; they can schedule a payment plan and set up automatic payments or payment reminders to avoid missing required payments. 

Another solution that makes life much easier for the FMC is adding one-off charges for things like damages, lost keys, visitor meals and more. It’s surprisingly common for property management and billing software not to offer a simple option for tacking these small charges onto residents’ existing invoices. BlueSnap’s AR Automation makes it easy to account for these charges and ensure they’re charged to the student and collected. The FMC can invoice the student and set the cadence they want for the payment; it can be due upon receipt, added to a monthly charge or set up as a basic net-30 invoice.

In the future, Gamma Phi Beta will implement the AR Automation solution’s expiration date feature; they’ll be able to set an expiration date on each agreement so that if a member doesn’t complete and return it within a certain amount of time, the agreement will be withdrawn.