Overview
SquadTrip automatically charges travelers on their scheduled payment dates. If a scheduled payment fails -- due to a declined card, insufficient funds, or an expired card -- the system automatically retries the payment 2 days later. The traveler's booking is not canceled when a payment fails. This article explains what happens, what both organizers and travelers should do, and how to resolve failed payments.
How Auto-Billing Works
Scheduled payments are set up when the organizer creates a payment plan (deposit + monthly installments)
SquadTrip runs a billing job that processes all due payments
A reminder email is sent to travelers before each scheduled payment
On the scheduled date, the traveler's card on file is charged automatically
If the charge succeeds, the payment is marked as complete
If the charge fails, the system retries in 2 days
What Happens When a Payment Fails
Step | What Happens |
Day 0 | Scheduled payment fails (card declined, insufficient funds, etc.) |
Day 0 | Payment is marked as "Failed" in the system with the specific error |
Day 2 | System automatically retries the payment |
If retry fails | Another retry is scheduled 2 days later |
Retries continue | The system keeps retrying every 2 days until the payment succeeds or is manually resolved |
The traveler's booking is NOT canceled when a payment fails. They remain on the trip with an outstanding balance.
For Travelers: What to Do
If you receive a notification that your payment failed:
Check your card -- Make sure the card on file hasn't expired and has sufficient funds
Update your payment method -- Log in to your traveler dashboard and update your card information if needed
Wait for the automatic retry -- The system will retry your payment in 2 days
Or pay manually -- You can make a payment at any time by logging into your account and completing the payment through checkout
Common reasons payments fail:
Card expired
Insufficient funds
Bank blocked the transaction (call your bank to authorize)
Card was replaced with a new number
For Organizers: What to Do
If you notice a traveler's payment didn't process:
Check Trip Data -- View the traveler's payment history in your dashboard. Failed payments show with a "Failed" status and the specific error message.
Contact the traveler -- Let them know their payment didn't go through and ask them to update their card if needed. The system does not automatically notify the traveler of every retry.
Wait for auto-retry -- The system retries every 2 days automatically.
Manually reschedule -- If needed, you can use Edit Order to adjust the traveler's payment dates or redistribute their remaining balance.
Checking Payment Status
Organizers:
Go to Trip Data and search for the traveler
Payment logs show each scheduled payment with its status: Successful, Failed, or Scheduled
Failed payments include the error message (e.g., "Card Declined")
Travelers:
Log in to your traveler dashboard
View your payment schedule showing upcoming and past payments
Contact the organizer if you have questions about your balance
Important Notes
Auto-billing is ON by default for all payment plans
Failed payments are retried automatically every 2 days
The traveler's booking remains active even when payments fail -- they are not removed from the trip
Reminder emails are sent before each scheduled payment date
If a traveler's card is repeatedly declining, ask them to update their payment method or contact their bank
Small rounding balances ($0.01) from installment math are cleared automatically every 24 hours -- no action needed
Troubleshooting
Problem | Solution |
Payments didn't run at the scheduled time | Auto-billing processes payments in batches. If your payments are slightly delayed (by hours), this is normal. If they're more than a day late, contact [email protected]. |
Traveler was charged twice in one month | This can happen if a failed payment was retried close to the next scheduled payment date. Check the payment logs -- one may be a retry of a previously failed payment. |
Traveler shows $0.01 remaining balance | This is a rounding artifact from dividing installments evenly. It clears automatically within 24 hours. No action is needed. |
All payments failing for multiple travelers | Check your Stripe or Square account status. If your payment gateway has an issue (restricted account, expired credentials), all charges will fail. |
Frequently Asked Questions
Q: Will my booking be canceled if a payment fails? A: No. Your booking remains active even if a payment fails. The system will automatically retry the payment in 2 days. If you want to resolve it sooner, update your payment method and make the payment manually.
Q: How many times does the system retry a failed payment? A: The system retries every 2 days and continues until the payment succeeds or the organizer manually adjusts the payment plan. There is no set maximum number of retries. If your card keeps failing, update your payment method to avoid repeated declines.
Q: Does the traveler get notified when a payment fails? A: Travelers receive reminder emails before scheduled payments, but the notification behavior for failed payments depends on your trip's email settings. We recommend organizers contact travelers directly when a payment fails to ensure they're aware.
Q: What should I do if payments didn't process overnight as expected? A: Wait a few hours -- auto-billing processes payments in batches and may run at different times. If payments haven't processed after 24 hours, check your Stripe/Square account status for any issues, then contact [email protected] if the problem persists.
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Contact: [email protected]