Automated Flex Damage Billing Follow-Ups
Every morning, WebRun opens Flex Rental Solutions, finds assets checked back in with damage noted on the return, looks up the item's repair or replacement cost in QuickBooks Online, and drafts a damage billing follow-up email in Gmail for each job, left unsent for your review.
How do I bill clients for damaged AV or staging rental gear?
WebRun opens Flex Rental Solutions every morning, finds assets checked back in with damage noted, and looks up each item's repair or replacement cost in QuickBooks Online. It drafts a billing follow-up email in Gmail naming the item, the damage, and the cost, left unsent for your review, so damage charges get raised before the cost is forgotten.
- Damage charges get drafted the same day an item is checked back in
- Repair and replacement costs pulled straight from QuickBooks Online
- No damage follow-up reaches a client without your review
Built for AV rental companies · staging and lighting vendors · rental operations managers · accounts receivable teams
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
app.flexrentalsolutions.comin a real browser with your saved login - no setup, no API keys. -
1
Flex Rental Solutions - find items returned with damage
flexrentalsolutions.com
WebRun opens Flex Rental Solutions to find items returned with damage. - Open Flex Rental Solutions and filter returned items to those with a damage note on check in
- Capture the item, job, client, and damage description for each
- Skip anything already marked as billed for the damage
Done when Every newly damaged return is listed with its item, job, and client details.
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2
QuickBooks Online - look up repair or replacement cost
- Look up the repair cost or replacement value for each damaged item
- Confirm the client's account and billing contact on file
- Note the amount to include on the damage follow-up
Done when Every damaged item has a confirmed cost and billing contact.
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3
Gmail - draft the billing follow-up
gmail.com
WebRun opens Gmail to draft the billing follow-up. - Draft a damage billing follow-up email to the client for each item
- Include the item, a description of the damage, and the repair or replacement cost
- Leave every draft unsent in your account for your review before sending
Done when A draft billing follow-up is ready in Gmail for every damaged item and left unsent.
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 bill the client's card automatically?
No. WebRun only drafts the billing follow-up email in Gmail and leaves it unsent. Charging a client or issuing an invoice is a step you take yourself after reviewing the draft.
How does it know what to charge for the damage?
It looks up the item's repair cost or replacement value already recorded in QuickBooks Online, so the amount on the draft reflects your own pricing, not a guess.
What if the damage note was added by mistake?
Since nothing is sent automatically, you catch it during review. Correct the return note in Flex Rental Solutions and the item will not appear on the next day's list.
Related templates
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