This guide covers how to set up an automated installment payment workflow in Tern, so clients get timely reminders about upcoming payments without you tracking each one manually.
How the installment workflow works
The idea is to automate email reminders a few days before each installment is due. Tern adjusts the reminder dates as payments come in.
You define payment installments in a trip's pricing
A workflow, triggered by a tag, applies the automated email reminders
When a payment is marked as paid, Tern re-evaluates the remaining installments and resets the reminder triggers
Create your email templates
You'll need at least two templates, ideally three: an initial setup email, a 10-day reminder, and a 3-day reminder.
Go to Library > Email Templates
Click + New Email Template
Write the email and save it
Repeat for each reminder
Initial installment setup email
Subject: Your Upcoming Trip Payment Plan
Hi {{contact.primary_contact.first_name}},
Thanks for choosing the installment plan for your upcoming trip. My goal is to make your planning as stress free as possible.
You've chosen to pay monthly payments of [payment amount] with the final Installment Due by [final payment date].
To help you stay on track, I'll send friendly reminders 10 days before your payment is due and again 3 days before.
Authorize payment here: {{trip.link}}
You can check payment status anytime via the link above, under the Pricing tab. If you add extras like excursions or flights, I'll send separate payment requests.
Best,
[Your name]
10-day reminder
Just a reminder: your next vacation payment is due in 10 days. Authorize payment here: {{trip.link}}. If you've already paid, please ignore this message.
3-day reminder
Quick reminder: your payment is due in 3 days. Authorize payment here: {{trip.link}}. If you've already submitted it, no further action is needed.
Create the workflow
Go to Library > Workflows
Click + New
Name it "Installment Payment Workflow"
Set the type to Trip
Click Create Workflow
Add the automations
Initial installment setup email
Trigger: trip status change
Status: Booked
Timing: 1 day after
Action: send email
Template: initial installment setup email
Recipient: primary contact
Set to OFF initially
10-day reminder
Trigger: Installment Due date
Timing: 10 days before
Action: send email
Template: 10-day reminder
Status: ON
3-day reminder
Trigger: Installment Due date
Timing: 3 days before
Action: send email
Template: 3-day reminder
Status: ON
Add an optional task
Click + Add Task
Name it "Check Installment Automations and Setup"
Assign it to yourself
Auto apply the workflow with a tag
Create a tag called "Installment"
Open the workflow
Go to the Auto Apply section
Set the trigger to Trip Tag Added
Select the Installment tag
Toggle Enable Auto Apply to ON
Using the workflow on a trip
Before you start
Go to Trip > Bookings, open the booking, and go to Booking & Pricing. Set the total price, and make sure any deposits are marked paid before you change the payment structure.
Set the installments
Click Set Installments
Add the deposit, marking it paid if it already has been
Add the remaining installments with their due dates
Save
Apply the workflow
Go to the trip's Overview
Add the Installment tag
The workflow applies automatically
Activate the automations
Go to Trip > Automations, verify the email templates, activate the reminders, and publish the trip after making changes.
Ongoing management
Mark payments as paid in the Authorization tab. Tern updates the next reminders automatically, so no manual adjustment is needed.
What clients see
Clients can view their payment schedule in the Pricing tab, see their installment due dates, and authorize the next Installment Due through the trip link.
Support and resources
Tern to Learn library
Tern FlightPath updates
Help Center and support, from your dashboard