Property Service Fee Management & Dispute Resolution
Streamline the entire lifecycle of collecting property service fees, from initial billing to payment tracking and effective resolution of owner disputes.
This reusable ProcessKit template contains 12 steps and 39 blocks. Adapt it to your team’s policies, responsibilities, and tools.
Template categories
What’s included
Gather Service Fee Data
- Current fee schedule
- Property owner records
- Prior billing history
- Past correspondence log
- Ancillary cost documentation
Inform Stakeholders of Upcoming Fees
- Send email notification
- Make phone calls
- Dispatch physical letters
- Send SMS alerts
- Conduct in-person discussions
Prepare and Issue Invoices
- Calculated total amount
- Affected property identifier
- Payment deadline
- Recipient's full name
- Outstanding balance from prior periods
Distribute Invoices to Recipients
- Email invoices
- Mail physical invoices
- Deliver invoices by hand
- Send invoice via SMS link
- Upload to online owner portal
Process Incoming Payments
- Record bank transfers
- Process credit card payments
- Deposit checks
- Log cash payments
- Reconcile online payment platform entries
Monitor Payment Status
Flag Delinquent Accounts
- Check for active owner disputes
- Verify payment processing timelines
- Assess for non-responsive accounts
- Note any reported financial hardship
- Review for potential billing errors
Execute Delinquency Follow-Up
- Send follow-up email
- Make follow-up phone call
- Send follow-up SMS
- Dispatch formal reminder letter
- Schedule in-person meeting
Log Incoming Fee Disputes
Record Dispute Particulars
- Reason for dispute
Conduct Dispute Investigation
Approve Dispute Resolution Outcome
- Review dispute intake records
- Examine documented dispute details
- Review investigation findings