Payment solutions for recurring services

Every payment, a confirmed renewal

We implement tailored collection workflows that connect your payment channels with your billing and operational systems to identify, reconcile and update every service account with less manual intervention.

See how it works
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From payment to action

From payment to action

Illustrative workflow · Actions depend on your rules

  1. 01Customer
  2. 02Payment received
  3. 03Service account
  4. 04Reconciliation
  5. ✓Renewal confirmed

The main benefit

Automatic renewals. Operations under control.

Your customers link their card once and stop worrying about every payment date.

When a renewal date arrives, the authorized direct debit processes the charge and our tailored solution reconciles the result with your service account. Each case then receives the action it needs.

Renew

When payment is confirmed, we enable the renewal without additional intervention.

Notify

When payment is pending or an exception appears, we send the communication defined by your company.

Suspend

When your rules require it, we notify the customer and suspend the service with traceability.

Direct debit is enabled with customer authorization and support from the payment provider.

Relaxed person speaking on the phone while a smartphone confirms an automatic renewal

The opportunity

Less friction. More room to grow.

As collections grow, connecting information helps improve response times. These are opportunities we can address together:

  1. Give customers a clear payment reference.

  2. Reduce manual validation of received payments.

  3. Quickly identify the account associated with each payment.

  4. Update invoices still marked as pending after payment.

  5. Streamline renewals and reconnections awaiting review.

  6. Connect banks, gateways, billing and customer service information.

  7. Reserve your team’s time for exceptions that need judgment.

The solution

An intelligent layer between payments and operations

We turn received payments into traceable renewals, updates or operational actions. We receive payment events and provider information, normalize data, identify the service account and apply your company’s rules. When conditions are met, we reconcile and update the status; exceptions go to human review.

Start with your current channels without replacing your entire ecosystem on day one.

How it works

Every payment needs a clear status, account and action.

Automation follows the rules defined by your company. Integrations and actions are validated with each provider.

  1. 01

    Payment channels

    • PSE and cards
    • Payment gateways
    • Bank portals
    • Authorized direct debit
    • Your other payment channels
  2. 02

    Integration

    • APIs and webhooks
    • Reconciliation files
    • Banking systems
    • Billing systems
    • CRM or ERP
  3. 03

    Rules engine

    • Account identification
    • Reference validation
    • Payment status
    • Due date
    • Renewals and exceptions
  4. 04

    Service account

    • Customer and plan
    • Contract and invoice
    • Billing period
    • Service status
    • Payment history
  5. 05

    Actions

    • Reconcile and renew
    • Reconnect and notify
    • Escalate to human review
    • Consolidate information
    • Disburse where applicable

Capabilities

Automate the rules. Stay in control.

payments

Collection and automatic billing

Connect existing payment channels and enable recurring charges or direct debit with customer authorization and provider support.

account_tree

Payment-to-account traceability

Link each payment to its subscriber, contract, invoice, period and service.

tune

Configurable reconciliation

Define rules to identify payments ready for reconciliation and send only exceptions for review.

sync_alt

Renewals and reconnections

Automatically update service status when your business conditions are met.

hub

Operational consolidation

Bring together information from banks, gateways and systems for a complete view of collections.

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Configurable disbursements

An optional module to distribute funds to third parties, partners, accounts or cost centers according to your rules and provider capabilities.

Value for every team

Less manual validation. More operational visibility.

We support your existing team with configurable processes. Automating repetitive tasks frees up time for special cases, customer service, analysis and important decisions.

01

Executive leadership

Greater visibility and control over revenue flows, room to scale and a better renewal experience with less reliance on manual tasks.

02

Finance and collections

Less repetitive reconciliation, faster exception identification, greater traceability and fewer unapplied payments.

03

Operations

Faster renewals and reconnections, updated statuses, fewer internal requests and configurable workflows.

04

Technology

Integrate existing systems through APIs and webhooks, configurable rules, event logs and an extensible architecture.

05

End customers

Clear instructions, payment status confirmation, less uncertainty and faster renewals.

Implementation

A process built around your operations

  1. 01

    Assess the current workflow

    Map channels, systems, references, responsibilities and special cases.

  2. 02

    Design integrations and rules

    Agree on data sources, reconciliation conditions and permitted actions.

  3. 03

    Configure, test and validate

    Validate routine scenarios and exceptions with your team.

  4. 04

    Launch and continuously improve

    Support rollout and adjust the workflow as operations evolve.

Xiclica’s experience

Development, automation and technology integration

An agency that designs, implements and supports the payment architecture of your operation.

We have worked on traditional payment implementations and solutions incorporating digital assets and crypto, adapting the architecture to each company’s operational context.

  • Traditional payments

    Collection implementations connected with banks, gateways and billing systems.

  • Digital assets and crypto

    Solutions that bring these assets into the collection flow when the operating model requires it.

  • Tailored architecture

    The design adapts to each company’s operational context, not the other way around.

Security and control

Your team sets the rules and oversees exceptions.

The design considers control practices appropriate to your systems and operational responsibilities.

  • Roles and permissions
  • Event traceability
  • Change logs
  • Separation of responsibilities
  • Data protection
  • Secure provider integration
  • Human review of exceptions

FAQ

Frequently asked questions

Does this replace our collections or billing team?

No. It supports your existing team by automating repetitive tasks so they can focus on special cases, customer service, analysis and decisions.

Can we keep our current banks and payment gateways?

Yes. Your current channels are our starting point. During the assessment, we validate integration options and data access with each provider.

Can it integrate with our billing system?

We assess its available APIs, webhooks, files and interfaces to design an integration that fits your operations.

How is a payment matched to an account?

Agreed rules match payment references and data to the service account, subscriber, contract, invoice and billing period. Cases without a reliable match go to review.

Does direct debit require customer authorization?

Yes. It is enabled only with the appropriate customer authorization and support from the bank or payment provider.

What happens when a payment cannot be reconciled?

It is logged as an exception and sent for human review with its context. Your company defines responsibilities and subsequent actions.

Can we start with a single operation or municipality?

Yes. We can define an initial scope and expand after validating workflows, data and rules.

Are fund disbursements mandatory?

No. They are an optional module, subject to your operating model, company rules and provider capabilities.

What information is needed for the assessment?

Your payment channels, billing and operational systems, references, renewal rules and example exceptions. This form only asks for your name, role and company.

Discover which parts of your payment workflow you can automate

Let’s discuss your current operations, systems and the rules you need to control.