Automated Retailer Invoice Follow-Ups
Every Monday, WebRun opens VIP, finds every retailer invoice past due, drafts a polite payment reminder per account in Gmail with the amount and days overdue, leaves every draft unsent for review, and logs the week's chase list to Airtable.
How do I chase overdue retailer invoices without emailing customers automatically?
WebRun chases overdue retailer invoices every week. It opens VIP, finds every invoice past due, drafts a polite payment reminder per account in Gmail with the amount and days overdue, and logs the week's chase list to Airtable so nothing gets lost, though every reminder waits unsent for your AR team to review before it goes out.
- Overdue accounts get a drafted reminder within a week, not at month end
- Paid accounts are skipped automatically from live VIP status
- Chronic late payers stay visible on the chase list instead of getting lost
Built for beer distributors · wine wholesalers · AR and collections teams · beverage distribution accounting
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
www.vipinsights.comin a real browser with your saved login - no setup, no API keys. -
1
VIP - find overdue retailer invoices
vipinsights.com
WebRun opens VIP to find overdue retailer invoices. - Open VIP and filter retailer invoices to past due
- Capture the account, amount, and days overdue for each
- Skip any account already reminded in the last week or on a payment plan
Done when Every past-due invoice is listed with its account, amount, and days overdue.
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2
Gmail - draft payment reminders
gmail.com
WebRun opens Gmail to draft payment reminders. - Draft a polite, on-brand payment reminder for each overdue account
- Include the invoice amount, due date, and days overdue
- Leave every draft unsent in the outbox for the AR team to review
Done when A ready-to-send reminder draft is waiting for every overdue account.
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3
Airtable - log the chase list
airtable.com
WebRun opens Airtable to log the chase list. - Log this week's chase list with account, amount, and days overdue
- Mark which accounts were drafted a reminder this run
- Carry forward anyone still unpaid from last week with an updated day count
Done when This week's chase list is logged with every overdue account and its status.
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 retailers without me?
No. WebRun drafts every reminder in Gmail and leaves it unsent. Your AR team reviews and sends it, nothing goes to a retailer automatically.
What if a retailer already paid?
It reads the live invoice status in VIP each run, so any account that has paid is skipped and never gets a reminder drafted.
How does the chase list handle repeat non-payers?
It carries them forward week to week in Airtable with an updated days-overdue count, so a chronic late payer stays visible instead of blending into a fresh list.
Related templates
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