Streamlining Payment Operations for a Recreation Management Platform with Adyen

Challenge

Amilia is deployed by more than 1,500 organizations across North America, including sports clubs, summer camps, YMCAs, and recreation facilities managing day-to-day booking, payments, and memberships. With transaction volume on the rise, evolving the payments infrastructure into a more robust and strategic foundation had become a key priority.

Two areas were identified as critical: enabling merchants to handle payment disputes (chargebacks) autonomously and quickly, and establishing real-time visibility and management of merchant financial health. Amilia planned to leverage new capabilities within Adyen Balance Platform to address both, and brought in Monstarlab, an Adyen service partner, to lead the effort.

Our Approach

Monstarlab worked closely with Amilia's product and engineering teams, providing support from design and planning through to feature development.

The team ran workshops to map existing workflows and assess Adyen Balance Platform's architecture and integration requirements. A self-service UX was designed for merchants to view, manage, and track payment disputes within their dashboard, alongside admin wireframes focused on streamlining internal response workflows. A prioritized feature backlog and detailed technical documentation were delivered to set the development team up for a smooth transition into implementation.

In parallel, Monstarlab designed and developed a custom financial management dashboard extending Adyen's native capabilities. This included merchant application status visibility, payout schedule management, and top-up handling for negative balances, along with an escalating alert system, real-time Slack integration for immediate action, and automated webhook processing to detect and flag compensation transfers, complete with a full audit trail.