---
title: "Payment plans set up compliantly by phone"
description: "PCI-aware payment plan and card-on-file setup calls using your payment portal — agents never store card data. Dedicated accountant, your software."
url: https://ledgerbpo.com/services/billing-calls/payment-plans/
updated: 2026-09-11
publisher: LedgerBPO (SS Support Network LLC)
language: en-US
---

# Payment plans set up compliantly by phone

LedgerBPO's payment plan setup service lets customers who cannot pay an invoice in full pay it in installments, arranged by phone under your brand. A named agent follows PCI-aware scripts, sets up plans within terms you approve, and guides the customer to your own portal or IVR for card-on-file setup, so agents never see or store card data.

- Since 2020
- US · UK · CA · AU
- Named accountant plus backup
- Your software, no lock-in

[Get a custom quote](https://ledgerbpo.com/get-a-quote/) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) In short

- Installment plans arranged by phone within terms you approve
- PCI-aware scripts: agents never see, key or store card data
- Every plan tracked to completion, with missed installments chased

Updated September 2026 · Reviewed by [Nimra Khalid](https://ledgerbpo.com/team/nimra-khalid/)

## What is a payment plan setup service?

A payment plan setup service is a calling program that turns a balance a customer cannot pay at once into agreed installments. The agent confirms the balance, offers plan terms within the business's rules, records the agreement, and helps the customer register a payment method in the business's own portal or IVR. The plan is monitored until paid off.

## Who it is for

### Owner-operators with large one-off invoices

Contractors, auto shops, vets and private schools often bill amounts customers need to spread. A plan offered on the first call is paid; a plan never offered becomes a dispute.

### Membership and recurring-billing businesses

Fitness studios, childcare centers and SaaS companies see card declines every month. A quick call to re-establish a card on file, through your portal, saves the account.

### Healthcare practices

Patient balances after insurance are the classic payment plan case. HIPAA-trained agents set up plans under a BAA through our patient billing call center.

## What's included

- Inbound plan requests handled the same call, within your rules
- Outbound offers to customers with balances above your plan threshold
- Plan terms recorded: amount, installments, dates and payment method
- Card-on-file setup guided through your portal, link or IVR
- ACH or direct debit mandate setup where your platform supports it
- Plan confirmation sent by email or SMS from your templates
- Missed installment calls the day after a failed or skipped payment
- Declined card follow-up to update the payment method
- Hardship and discount requests logged for your decision
- Plan status posted to the customer record in your software
- Weekly plan register: new, on track, missed, completed
- Scripts reviewed for PCI handling rules and each country's calling rules

## Deliverables and KPIs

| Deliverable | KPI we report | Cadence |
| --- | --- | --- |
| Plans set up | Plans arranged per week versus eligible balances offered | Weekly |
| Plan register | Every plan with terms, next installment date and status | Weekly |
| Missed installment follow-up | Failed or skipped installments called within one business day | Daily |
| Card-on-file recovery | Declined payment methods updated through your portal, reported weekly | Weekly |
| Plan performance report | Installments due versus collected and plans completed, by month | Monthly |

KPIs are what we measure and report, agreed per engagement. Service-level commitments are set in your agreement.

## How it works

1. ### Discovery call
We review your balance mix, current plan rules, payment platform and where card-on-file lives, such as Stripe or your invoicing software's portal. We agree the terms an agent may offer without asking you.
2. ### Scripts, rules and portal walkthrough
We write PCI-aware scripts that guide customers into your portal or IVR instead of taking card numbers, document the plan rules, and set up confirmation templates in your voice.
3. ### Dedicated agent starts
A named agent handles inbound plan requests and works the outbound list of eligible balances. Each plan is recorded on the customer record and confirmed in writing the same day.
4. ### Weekly plan review
You receive the plan register and missed installment list weekly, and the plan performance report monthly. Rules are adjusted with you as you see which terms get paid.

Our DunningDesk process

Payment plans run inside our DunningDesk process: the promise-to-pay log holds every installment date, flags a missed one the next morning, and triggers the follow-up call. The same log shows your accountant which receipts to expect, so cash application matches installments to plans.

## Software we work in

- [Stripe](https://ledgerbpo.com/software/stripe/)
- [QuickBooks Online](https://ledgerbpo.com/software/quickbooks-online/)
- [Xero](https://ledgerbpo.com/software/xero/)
- [Invoiced](https://ledgerbpo.com/software/invoiced/)
- [Chaser](https://ledgerbpo.com/software/chaser/)
- [All 50 platforms](https://ledgerbpo.com/software/)

## How much does payment plans cost?

Payment plan calls are priced per dedicated agent, full-time or part-time in your hours, or per call and per minute on the shared BillingLine desk for businesses with a small number of plans. Clients who want installments matched to receipts choose an agent plus accountant pair. Pricing depends on volume and scope, so we send a custom quote within 1 business day.

### What moves the quote

- Number of balances eligible for plans each month
- Whether your portal or IVR supports card-on-file and ACH mandates
- Cadence for missed installment and declined card follow-up
- Whether the pair also applies installment receipts in your software

[Get a custom quote](https://ledgerbpo.com/get-a-quote/) No setup fee. Month-to-month.

## Payment plans for your industry

- [Gyms, fitness & wellness studios](https://ledgerbpo.com/industries/fitness/)
- [Daycares, schools & education](https://ledgerbpo.com/industries/childcare-education/)
- [Auto repair shops & dealerships](https://ledgerbpo.com/industries/auto/)
- [Construction companies & contractors](https://ledgerbpo.com/industries/construction/)
- [SaaS & startups](https://ledgerbpo.com/industries/saas/)
- [Medical practices & clinics](https://ledgerbpo.com/industries/medical-practices/)
- [All 26 industries](https://ledgerbpo.com/industries/)

## Security and compliance

- Agents never see, key in or store card numbers; your portal or IVR captures payment details
- Scripts written to keep card data inside your PCI-scoped systems
- Recording paused or disabled during any payment step where required

Full control list on the [security page](https://ledgerbpo.com/security/) and country rules on the [compliance page](https://ledgerbpo.com/compliance/). Certifications are listed only when held.

## Frequently asked questions

### How much does a payment plan setup service cost?

Payment plan calls are priced per dedicated agent (full- or part-time in your hours), per call or minute on the shared BillingLine desk, or as an agent plus accountant pair. Eligible balance volume and follow-up cadence move the quote. Pricing depends on volume and scope, so we send a custom quote within 1 business day.

### How do you set up a card on file without touching card data?

The agent sends a secure link to your payment portal or transfers the customer into your IVR, then stays on the line while the customer enters the card. The agent sees only a success or failure message. No card number, expiry or CVV is spoken to, typed by or stored by our team.

### What terms can the agent offer?

Only the terms you approve during setup, such as a minimum installment, a maximum number of months and whether a first payment is required on the call. Anything outside those rules, including hardship discounts or waived fees, is logged and sent to your named approver.

### What happens when an installment is missed?

DunningDesk flags the plan the next morning and the agent calls the same day, in your company name, to update the payment method or reschedule. Two missed installments trigger the escalation you chose, such as cancelling the plan and returning the balance to the normal reminder cadence.

### Are these calls compliant?

Every call is first-party under your brand. We are not a debt collection agency and never act as a third-party collector. Scripts are TCPA- and FDCPA-aware in the US, follow PECR and Ofcom rules in the UK, ACMA in Australia and CRTC in Canada, with call-time windows, opt-outs and recording consent honored per jurisdiction.

### Can you set up plans for patient balances?

Yes, through our patient billing call center, where HIPAA-trained agents work under a signed BAA. Patient plan scripts also cover insurance status and financial assistance policies, and plan payments run through your patient portal so no card data reaches our team.

### Does the plan show up in our accounting software?

The plan terms and status are written on the customer record in QuickBooks Online, Xero or your invoicing platform, and installment receipts are applied to the original invoice. With Stripe or Invoiced, the recurring schedule is created in your account so payments collect automatically.

### Can you also handle declined subscription cards?

Yes. For membership and subscription businesses, the agent works the daily declined-card list, calls or texts the customer within permitted hours, and guides them through updating the card in your portal. Our subscription billing service covers the dunning email side of the same problem.

Talk to a person

A 20-minute call with someone who runs payment plans every day. No sales script.

[Book a 20-minute call](https://ledgerbpo.com/book-a-call/) [Get a custom quote](https://ledgerbpo.com/get-a-quote/) Compliance note

You approve and release every payment. We never move money, sign returns or give audit opinions. [Country rules](https://ledgerbpo.com/compliance/).

Next step

## Books closed. Invoices paid. Every month.

Tell us what is going on with your books or billing. You will hear from a named person within 1 business day, with a custom quote and a plan for the first close.

- Reply from a named person within 1 business day
- No setup fee, month-to-month
- Your software, your data, no lock-in

Start with a custom quote

[Get a custom quote](https://ledgerbpo.com/get-a-quote/) [Book a 20-minute call](https://ledgerbpo.com/book-a-call/) Or call [+1-657-777-0006](tel:+16577770006) during US, UK or Australian business hours.

---

Source: https://ledgerbpo.com/services/billing-calls/payment-plans/ · Contact: https://ledgerbpo.com/contact/ · Full site map for agents: https://ledgerbpo.com/llms.txt