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Declined payments can be a frustrating challenge for wine clubs, disrupting the flow of revenue and causing unnecessary delays in shipments. Even more importantly, they can lead to member dissatisfaction and, over time, member churn. The good news? With the right strategies and tools, you can significantly reduce the occurrence of declined payments and keep your wine club running smoothly.
In this blog, we'll explore why payments are often declined, how vinSUITE's auto card updater can solve the problem, and provide email and SMS templates that you can use to proactively communicate with members and get their payment details updated in no time.
1. Common Reasons for Declined Payments
There are a number of reasons why a wine club member's payment might fail. Whether due to changes in their credit card details or issues with their billing information, these problems can cause headaches for both the winery and the member.
Here are some of the most common reasons for declined payments:
- Expired credit cards: Members forget to update their payment details when their credit card expires.
- Billing address changes: Members may have moved or changed their billing address without updating it in the system.
- Insufficient funds: Sometimes members don't have enough credit or funds in their account when the charge is attempted.
- Fraud alerts or holds: Banks or credit card companies might flag certain charges as suspicious and put a hold on the card.
Each of these issues creates friction in the payment process and can lead to delays in fulfilling wine club orders.
2. The vinSUITE Solution: Auto Card Updater
To address these issues, vinSUITE provides a powerful solution: the auto card updater. This tool works seamlessly behind the scenes to update credit card details for members who have expired or replaced cards, minimizing the risk of declined payments.
How the Auto Card Updater Works:
- Regular updates: The auto card updater runs weekly or monthly, automatically updating member credit card information as it becomes available from the credit card networks.
- Proactive reporting: You'll receive a report showing which cards are likely to decline so that you can reach out to members in advance.
With the auto card updater, you no longer need to manually track down members for updated payment details, saving your team time and reducing payment failures significantly.
3. Best Practices for Proactive Outreach
While vinSUITE's auto card updater handles most of the work, there will still be instances where outreach is necessary—such as when a member's card is flagged in the report or if the auto-updater isn't able to capture new details.
To help, vinSUITE offers automated email reminders as well as integration with RedChirp for SMS messaging, allowing you to contact members through their preferred communication channels.
Why Proactive Communication Matters:
- Reduce friction: Members are more likely to take action when they are reminded early and often.
- Maintain trust: Prompt communication prevents payment issues from escalating into shipment delays, keeping members satisfied.
- Boost retention: Proactive outreach reduces the chance that members will leave the club due to payment frustrations.
By automating reminders and offering flexible communication channels, you can get ahead of the problem and keep your wine club running smoothly.
4. Email and SMS Templates to Get Members to Update Payment Information
Now that you know the tools available to you, let's look at some practical examples of how to craft effective emails and SMS messages to encourage members to update their payment details.
a. Email Templates for Declined Payments
Subject: Action Needed: Update Your Payment Information
Body:
Dear [Member Name],
We noticed that your payment for the upcoming wine club shipment could not be processed. To ensure there's no delay in receiving your wine, please update your payment information by [date].
You can easily update your payment details here: [Update Payment Link]
Thank you for being a valued member of our wine club!
Cheers,
[Winery Name]
Subject: Don't Miss Your Next Wine Club Shipment!
Body:
Hi [Member Name],
It's almost time for your next wine club shipment! We noticed your payment information needs to be updated to ensure you receive your order on time.
Please click the link below to update your payment details: [Update Payment Link]
Looking forward to getting your wine to you soon!
Cheers,
[Winery Name]
b. SMS Templates for Declined Payments (via RedChirp Integration)
Hi [Member Name], we noticed your payment didn't go through for your upcoming wine club order. Click here to update your info: [Update Payment Link]. Let us know if you need help!
Friendly reminder! Your payment details need updating for your next wine club shipment. Update here: [Update Payment Link].
These templates provide a clear and concise way to reach members and encourage them to take action quickly, without overwhelming them.
5. Take Control of Your Wine Club Payments
With vinSUITE's auto card updater, real-time reporting, and automated outreach tools, you can significantly reduce declined payments and improve the member experience in your wine club. By automating key processes and providing personalized communication via email and SMS, you'll save time, maintain positive relationships with members, and keep your revenue flowing smoothly.
Managing payments in a wine club doesn't have to be a hassle. By using proactive communication strategies and leveraging vinSUITE's tools, you can ensure that payment declines become a rare occurrence. Use the email and SMS templates provided to stay ahead of the problem and keep your wine club members engaged and happy.
Looking for more ways to streamline your wine club management? Learn how vinSUITE's integrated DTC tools can help with everything from payments to member engagement. Contact us for a demo today!