Automated Calibration Invoice Chasing and Reminders
Every Monday, WebRun opens QuickBooks, finds all calibration service invoices past their due date, drafts a polite but firm payment reminder in Gmail for each overdue customer, and posts a summary of outstanding balances to the finance Telegram group.
How do I automatically chase overdue invoices for my calibration lab?
WebRun opens QuickBooks every Monday, finds all overdue calibration service invoices, and drafts a courteous payment reminder for each customer in Gmail for your team to review and send. It then posts a weekly summary of outstanding balances to your finance Telegram group, so collections stay on track without manual chasing.
- Overdue invoices are followed up every week without any manual effort
- Customers with multiple outstanding balances get one consolidated reminder
- The finance team has a clear collections summary every Monday morning
Built for calibration lab finance managers · commercial calibration services · quality lab administrators · metrology business owners
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.qbo.intuit.comin a real browser with your saved login - no setup, no API keys. -
1
QuickBooks - find overdue calibration invoices
- Open QuickBooks and filter invoices to Overdue status
- Capture the customer name, email, invoice number, amount, and days overdue for each
- Skip any invoice already reminded in the past seven days
Done when Every overdue calibration invoice is listed with its customer and balance details.
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2
Gmail - draft payment reminder per customer
gmail.com
WebRun opens Gmail to draft payment reminder per customer. - Draft a courteous payment reminder for each overdue customer naming the invoice number, amount, and due date
- For invoices over 30 days overdue, include a note that the account is on hold pending payment
- Leave every draft for a team member to review before sending. Do not send automatically.
Done when A draft payment reminder is staged in Gmail for each overdue customer.
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3
Telegram - post outstanding balance summary to the finance group
telegram.org
WebRun opens Telegram to post outstanding balance summary to the finance group. - Post a summary of this week's overdue invoices to the finance Telegram group, listing the total outstanding, number of customers, and the largest balances
- Flag any invoice over 45 days overdue for escalation
Done when The finance team has this week's collections summary in Telegram.
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 send payment reminders to customers automatically?
No. Every reminder is drafted in Gmail and held for a team member to review and send. No customer receives an email without explicit human approval.
What if a customer has already paid since the invoice went overdue?
It reads the live invoice status in QuickBooks each Monday, so any invoice marked as paid is skipped automatically.
Can it handle customers with multiple overdue invoices?
Yes. It groups all overdue invoices by customer and drafts a single consolidated reminder listing each outstanding invoice, so customers get one clear email rather than multiple messages.
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