Automated Airbase Receipt Collection
Every Wednesday, WebRun opens Airbase, finds card and reimbursement transactions still missing a receipt or a category, groups them by the person who spent, leaves one polite Gmail draft per spender for you to approve, and posts the outstanding total to your finance WhatsApp group.
How do I chase employees for missing expense receipts?
WebRun chases your missing Airbase receipts every Wednesday. It finds card and reimbursement transactions with no receipt attached, groups them by spender, leaves one polite Gmail draft per person for you to approve, and posts the total undocumented spend to your finance WhatsApp group.
- Undocumented spend is chased weekly instead of at month end
- Each spender gets one consolidated nudge, not a message per transaction
- Finance sees the total value of receipts still outstanding every week
Built for finance teams · controllers · bookkeepers · operations managers
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
airbase.comin a real browser with your saved login - no setup, no API keys. -
1
Airbase - find transactions missing receipts
airbase.com
WebRun opens Airbase to find transactions missing receipts. - Open Airbase and filter transactions to those missing a receipt or a category
- Capture the spender, merchant, amount, date, and how many days the receipt has been outstanding
- Group the transactions by the person who spent
- Skip anything under your receipt threshold and anything already coded and closed
Done when Every transaction missing documentation is listed and grouped by spender.
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2
Gmail - draft one nudge per spender
gmail.com
WebRun opens Gmail to draft one nudge per spender. - Open Gmail and write one draft per spender listing their outstanding transactions
- Show merchant, amount, date, and days outstanding for each line
- Keep the tone short and friendly, and say what to attach and where
- Leave every message in Drafts. WebRun never emails a colleague on its own
Done when One reviewable draft per spender sits in your Gmail drafts folder.
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3
WhatsApp - post what is still outstanding
whatsapp.com
WebRun opens WhatsApp to post what is still outstanding. - Post the outstanding summary to your internal finance group
- Show the total value of undocumented spend and the count of transactions
- Name the spenders with the oldest outstanding receipts first
- Note how many nudge drafts are waiting for approval
Done when Finance has this week's undocumented spend total and the oldest offenders.
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 email my colleagues without me?
No. Every nudge is left in Gmail Drafts for you to read and send. WebRun writes one message per spender and stops there, so nobody is chased until a human approves the wording.
Does it change anything in Airbase?
Nothing. WebRun reads transactions, amounts, and receipt status only. It never codes a transaction, approves a spend, or attaches a document, so your ledger stays untouched.
Can I ignore small transactions?
Yes. Set a receipt threshold and WebRun skips anything below it, so people are only chased for spend that actually needs documentation for your close.
Related templates
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