Automated Acupuncture Outstanding Balance Chaser
Every Monday, WebRun opens Jane and finds clients with outstanding balances that are 7 or more days old. It drafts a polite, professional payment reminder for each client and queues every message in Gmail for the practitioner to review, so overdue balances get a timely nudge before they become difficult to collect.
How do I automatically chase outstanding balances from acupuncture clients?
Every Monday, WebRun opens Jane, finds clients with outstanding balances of 7 or more days, and drafts a polite payment reminder for each in Gmail. Every message is held unsent for practitioner review, and a Slack summary flags the total outstanding and any balances over 30 days, so debts are chased promptly and professionally.
- Aged balances receive a timely nudge each week before they become difficult to collect
- Tone adjusts automatically based on balance age so communications stay professional
- Cleared balances are excluded automatically from the weekly draft queue
Built for acupuncturists · TCM clinic owners · holistic health administrators · wellness studio billing staff
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
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WebRun signs in and gets to work
Opens
jane.appin a real browser with your saved login - no setup, no API keys. -
1
Jane - find clients with outstanding balances over 7 days
jane.app
WebRun opens Jane to find clients with outstanding balances over 7 days. - Open Jane and navigate to the billing or accounts receivable section
- Filter for client balances that have been outstanding for 7 or more days
- Capture client name, balance amount, date of service, and number of days outstanding
- Prioritise balances over 30 days as high urgency
Done when Every client with an outstanding balance of 7 days or more is listed with the amount and age.
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2
Gmail - draft polite payment reminders
gmail.com
WebRun opens Gmail to draft polite payment reminders. - Draft a polite, professional payment reminder for each client noting their balance and service date
- Adjust the tone based on the age of the balance (gentle for 7 to 14 days, firmer for 30 or more days)
- Save each draft unsent in Gmail for the practitioner to review before sending
Done when A payment reminder draft exists in Gmail for every client with an outstanding balance.
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3
Slack - alert practitioner to the outstanding balance queue
slack.com
WebRun opens Slack to alert practitioner to the outstanding balance queue. - Post a weekly Slack summary listing the total outstanding amount and the number of reminders queued
- Highlight any balances over 30 days as priority items for review
Done when Practitioner sees the weekly balance summary in Slack and can act on Gmail drafts promptly.
How is each run configured?
Secure by default
Connect once, stays signed in
WebRun signs in once and keeps each session in a persistent environment, so every run picks up right where it left off.
Every action is checked against this policy before it runs.
Questions, answered
Will it send payment reminders to clients without my approval?
No. Every reminder is saved as an unsent Gmail draft and held for your review. Nothing reaches a client until you approve and send it.
Does it change the tone for older balances?
Yes. You can provide tone guidelines per age band (for example, friendly nudge for 7 to 14 days, firmer for 30 or more days) and WebRun will apply the right framing to each draft.
What if the client paid between the last run and my review?
It reads live billing data from Jane each Monday. If a balance has been cleared since the previous run, that client is excluded from the next queue automatically.
Related templates
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