Automated AestheticsPro Gift Card Expiry Reminders
Every Monday, WebRun opens AestheticsPro, finds gift cards with a remaining balance expiring in the next thirty days, confirms the balance still matches QuickBooks records, drafts a friendly reminder email for each card holder, and leaves every draft in Gmail for your front desk to review before it's sent.
How do I remind patients before their gift card balance expires?
WebRun finds AestheticsPro gift cards expiring within thirty days every Monday, confirms the remaining balance against QuickBooks, and drafts a friendly reminder for each card holder in Gmail. Every draft waits for your front desk to review and send, so gift card balances get used before they expire instead of quietly lapsing.
- Gift card balances get used before they expire instead of quietly lapsing
- Balances are confirmed against QuickBooks before any reminder is drafted
- Front desk reviews ready drafts instead of tracking expirations by hand
Built for med spa owners · aesthetics front desk teams · medical spa retail coordinators · multi location med spas
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
www.aestheticspro.comin a real browser with your saved login - no setup, no API keys. -
1
AestheticsPro - find gift cards expiring soon
aestheticspro.com
WebRun opens AestheticsPro to find gift cards expiring soon. - Open AestheticsPro and pull gift cards with a remaining balance expiring within thirty days
- Note the card holder's name, remaining balance, and expiration date
- Skip any card already fully redeemed
Done when Every gift card expiring within thirty days is listed with its remaining balance.
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2
QuickBooks - confirm the remaining balance
- Open QuickBooks and confirm the gift card liability balance matches the AestheticsPro remaining balance
- Flag any mismatch for the front desk to double check before a reminder goes out
Done when Each flagged gift card's balance is confirmed against QuickBooks.
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3
Gmail - draft the expiry reminder for review
gmail.com
WebRun opens Gmail to draft the expiry reminder for review. - Draft a friendly reminder for each card holder noting their remaining balance and expiration date
- Suggest a treatment or product the balance would cover
- Save every reminder as an unsent draft in Gmail. Do not send any message to a card holder automatically
Done when A Gmail draft exists for every confirmed expiring gift card, waiting for review.
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 gift card holders be emailed without review?
No. WebRun only drafts the reminder in Gmail. Your front desk reviews and sends each one, so no card holder is contacted automatically.
Why check QuickBooks if AestheticsPro already tracks the balance?
Because the gift card liability in QuickBooks is the record of what is actually still owed. Confirming both match before drafting a reminder avoids reminding someone about a balance that was already adjusted or written off.
What if a card is already fully used?
It's skipped automatically. Only cards with a genuine remaining balance approaching expiration get a drafted reminder.
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