Automated ROLLER Gift Card Liability Tracking
Every Monday, WebRun opens ROLLER, pulls the current total of unredeemed gift card balances by issuance period, logs a liability journal entry in QuickBooks, and appends a snapshot row to your Google Sheet so your accounts team can track the trend over time.
How do I automatically track gift card liability for my axe throwing venue each week?
WebRun opens ROLLER every Monday, pulls the total outstanding gift card balance with an issuance-period breakdown, drafts a liability journal entry in QuickBooks for your accountant to review, and appends a snapshot row to your Google Sheet. Your team gets a complete, consistent liability record every week without any manual data entry.
- Outstanding gift card liability is tracked weekly with no manual data entry
- Your accountant reviews a clean QuickBooks draft rather than building entries from scratch
- A running Google Sheet history makes it easy to spot liability growth trends
Built for axe throwing venue owners · venue accountants · attraction finance teams · FEC operators
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.roller.softwarein a real browser with your saved login - no setup, no API keys. -
1
ROLLER - pull outstanding gift card balances
roller.software
WebRun opens ROLLER to pull outstanding gift card balances. - Open ROLLER and navigate to the Gift Cards section in Reporting
- Pull the total outstanding balance of all unredeemed gift cards
- Break the balance down by issuance period if available, for example this month, last month, and older than 90 days
- Note how many new gift cards were sold this week and the value redeemed this week
Done when Current outstanding gift card liability total is captured with an issuance-period breakdown and weekly activity.
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2
QuickBooks - log a liability journal entry
- Open QuickBooks and navigate to the journal entry section
- Create a draft journal entry recording the total outstanding gift card balance as a current liability
- Leave the entry as a draft for your accountant to review and post
Done when A draft liability journal entry for the current gift card balance exists in QuickBooks, unposted.
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3
Google Sheets - append a weekly snapshot row
google.com
WebRun opens Google Sheets to append a weekly snapshot row. - Open the gift card liability tracking Google Sheet
- Append a row with this week's date, total outstanding balance, new cards sold, value redeemed, and net change
- The sheet accumulates a running history for trend analysis
Done when A new snapshot row is appended to the Google Sheet with this week's gift card liability data.
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 post the journal entry in QuickBooks automatically?
No. The entry is saved as a draft and never posted until your accountant reviews and approves it. WebRun does not make any permanent changes to your books.
Why does gift card liability matter for my venue?
Outstanding gift cards are money your business owes guests. Tracking the balance weekly helps you spot an unusually high or growing liability before it becomes a cash-flow surprise.
Can it separate gift cards sold online from those sold at the POS?
Yes, as long as ROLLER's gift card report distinguishes the channel. Tell WebRun which columns to capture and it will break the data down by sale source.
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Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.