Automated Instructor Payout Reconciliation
Every Monday, WebRun opens Punchpass, pulls every class each instructor taught last week along with attendance counts, calculates what's owed under your per-class or per-head pay structure, logs the reconciled totals to Google Sheets, and drafts the entries in QuickBooks for the owner to review before payout runs.
How do I automatically reconcile instructor payouts each week?
WebRun checks Punchpass every Monday for the classes each instructor taught the week before, applies your pay rate to attendance and class counts, and logs a reconciled payout total to Google Sheets with matching draft entries in QuickBooks. Every entry stays pending for the owner's approval, so weekly payroll math takes minutes, not a spreadsheet afternoon.
- Weekly payout math takes minutes instead of a spreadsheet afternoon
- Every payout ties back to an actual taught class
- No payout entry runs without the owner's review
Built for art studio owners · ceramics studio managers · multi instructor studios · studio bookkeepers
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
punchpass.comin a real browser with your saved login - no setup, no API keys. -
1
Punchpass - pull last week's taught classes and attendance
punchpass.com
WebRun opens Punchpass to pull last week's taught classes and attendance. - Open Punchpass and pull every class taught last week by instructor
- Note attendance count and class type for each session
- Flag any cancelled or substituted class
Done when Every class taught last week is attributed to the right instructor.
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2
Google Sheets - calculate what each instructor is owed
google.com
WebRun opens Google Sheets to calculate what each instructor is owed. - Apply each instructor's per-class or per-head pay rate to their taught sessions
- Total the amount owed per instructor for the week
- Compare against last week's total to flag anything unusual
Done when A reconciled payout total exists for every instructor.
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3
QuickBooks - draft the payout entries for approval
- Draft a payout entry for each instructor with the calculated total
- Attach the class breakdown as a note on the entry
- Leave every entry pending. Do not approve or run payment
Done when The owner has a full set of drafted payout entries ready to 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 it pay instructors automatically?
No. It calculates what's owed and drafts the entries in QuickBooks, but every payout entry stays pending until the owner reviews and approves it.
How does it calculate what each instructor is owed?
It applies your existing per-class or per-head pay rate to the classes and attendance it pulls from Punchpass, so the math matches your actual pay structure.
What if a class was cancelled or covered by a sub?
It flags cancelled and substituted classes separately, so the payout reflects who actually taught, not just who was scheduled.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.