Use cases/Deposit refund status updates
Deposit refund status updates
Deposit refund stages text themselves to former residents, ending the daily check-in calls.
Why teams set this up
A customer waiting on money checks in every day, and every check-in is a call your team answers with the same sentence.
Status calls answered without staff
Customers told before they ask
Stuck refunds surface on their own
How the automation runs
A security deposit refund moves from processed to settled, and the former tenant gets the text before their banking app shows it. The three calls a week they were making stop, because the answer keeps arriving first.
- 1Ticket field
Refund stages tracked as a field: initiated, processed, settled
- 2Outbound SMS
Each stage change texts the customer automatically
- 3AI receptionist
Callers who check in anyway get the live status read back
- 4API step
A during-call API can confirm against your payment processor
- 5Conditional branch
Refunds stuck past your threshold escalate internally
How multifamily teams run it
Deposit refund stages text themselves to former residents, ending the daily check-in calls.
Synced with your systems
Built from standard Bevado blocks
No custom development. Each step is a building block you can rearrange, retime, or extend, so this workflow can grow into the next one.
Retention journeys that include this workflow
This workflow is one step inside larger retention journeys that run the full customer lifecycle.
Customer retention
A resident with unresolved maintenance frustration receives manager outreach before deciding to move.
See the journey →Churn risk intervention
A resident with repeated work orders and negative sentiment receives a retention call and resolution plan.
See the journey →Renewal journey automation
A resident enters a 90, 60, 30, and 15-day renewal cadence with policy-aware offer handling.
See the journey →Common questions
How does the refund status updates workflow start?
A caller asks about a refund, or the refund status field changes on the ticket.
Which channels does this use?
This workflow runs over sms, inbound voice. Each step can use the channel that fits the customer and the urgency.
Can my team stay in control of when it fires?
Yes. The trigger can be a field a person flips on a ticket or contact, so a human makes the decision and Bevado does the follow-through. Any step can also route to a teammate with the transcript and collected data.
Does it keep our records up to date?
Every call, text, and email in the workflow is logged against the contact and ticket, with transcripts attached. Bevado can also sync contacts and fields to your CRM.
What happens when a customer needs a human?
The workflow hands off with context: the right teammate gets the full history, the transcript, and the collected answers, so the customer never repeats themselves.
Which systems does this work with for multifamily businesses?
Bevado can work with Yardi, RealPage, Entrata, AppFolio, Buildium, ResMan, plus API and webhook connections for custom systems, so every conversation lands on the right record.
Thinking bigger than one workflow?
The customer journey library maps full lifecycle automations across activation, onboarding, retention, and growth.
Explore customer journeys →This workflow also runs for any industry.
See the all-industry version →More from billing and collections
Polite, persistent money conversations that run themselves until a human needs to decide.
Rent reminder outreach
Invoices coming due get a friendly text. Invoices past due get a call. Your team gets involved only when a conversation needs judgment.
Failed autopay recovery
A failed card kicks off a recovery cadence measured in hours: a text with the update link, an email, then a call before the next billing cycle.
Resident ledger hotline
Callers asking about a balance, a charge, or a due date get the real answer from your billing data, on the first call, with no hold music.