Automated Backflow Testing Invoice Chaser
Every Monday, WebRun opens QuickBooks, finds all backflow testing invoices past their due date, verifies the corresponding test was completed in SwiftComply, drafts a polite overdue reminder for each customer in Gmail, and posts a chase summary to your email Drafts folder for review before anything is sent.
How do I automatically chase overdue invoices for backflow testing jobs?
WebRun opens QuickBooks every Monday to find overdue backflow testing invoices, verifies each one against a completed test record in SwiftComply, and saves a polite payment reminder draft in Gmail for each customer. All drafts wait for your approval before sending, and disputed or unverified invoices are flagged separately for internal review.
- Overdue invoices are actioned every Monday before they age past 60 days
- Every reminder draft is verified against a real completed test, reducing dispute risk
- No invoice chaser goes out without a human review, keeping customer relations intact
Built for backflow testing companies · plumbing contractors · water utility billing teams · cross-connection control service providers
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
qbo.intuit.comin a real browser with your saved login - no setup, no API keys. -
1
QuickBooks - find overdue testing invoices
- Open QuickBooks and navigate to the overdue invoices report
- Filter for invoices with a due date passed and status Open or Partial
- Capture the customer name, invoice number, amount owed, and days overdue for each
- Sort by days overdue, oldest first, to prioritize the most at-risk balances
Done when Every overdue backflow invoice is listed with customer details and aging.
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2
SwiftComply - confirm test was completed for each invoice
swiftcomply.com
WebRun opens SwiftComply to confirm test was completed for each invoice. - Look up each customer in SwiftComply to confirm the billed test was submitted and accepted
- Note whether the test passed or failed, as a failed test may explain a disputed invoice
- Flag any invoice where the matching test report is not found in SwiftComply for internal review
Done when Each overdue invoice is verified against a completed test record in SwiftComply.
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3
Gmail - draft payment reminders for review
gmail.com
WebRun opens Gmail to draft payment reminders for review. - Draft a polite, on-brand payment reminder for each verified overdue invoice
- Include the invoice number, amount, due date, days overdue, and payment instructions
- Save every draft to Gmail Drafts. Do not send. Leave all drafts for your review and approval before sending
Done when One payment reminder draft per overdue customer is waiting in Gmail Drafts for your 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 email customers about overdue invoices without my approval?
No. Every reminder is saved as a Gmail draft for your review. Nothing is sent until you open the draft and click Send. You control every customer-facing message before it leaves your account.
What if the customer disputes the charge because the test failed?
WebRun notes the test result from SwiftComply alongside each invoice. Failed-test invoices are flagged for internal review rather than included in the standard reminder queue, so you can handle disputes separately.
What if QuickBooks shows an invoice that has no matching test in SwiftComply?
Those invoices are flagged in the Drafts summary with a note that no test record was found. They are excluded from the customer reminder queue until your team reconciles the discrepancy.
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