Automated Catering Payment Reminders
Every morning, WebRun opens Total Party Planner, finds upcoming events with an unpaid balance, drafts a polite payment-reminder email for each client in Gmail, and posts your team a Slack list of who still owes money.
How do I automatically remind catering clients about outstanding balances?
WebRun opens Total Party Planner every morning and identifies every upcoming event with an unpaid balance. It drafts a polite, personalised payment reminder in Gmail for each client and posts your team a Slack list sorted by event date, so balances are collected before the event arrives, not chased after.
- Every outstanding balance gets a personalised reminder before the event date
- Clients who have paid are skipped automatically on each run
- You review and send every reminder, staying in full control of client communications
Built for catering companies · event caterers · catering finance 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.totalpartyplanner.comin a real browser with your saved login - no setup, no API keys. -
1
Total Party Planner - find events with outstanding balances
totalpartyplanner.com
WebRun opens Total Party Planner to find events with outstanding balances. - Open Total Party Planner and filter upcoming events to those with a balance due
- Capture client name, event date, total contract value, amount paid, and balance outstanding
- Sort by event date ascending to prioritise the most urgent
Done when Every upcoming event with an outstanding balance is listed with its amounts and dates.
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2
Gmail - draft payment reminder for each client
gmail.com
WebRun opens Gmail to draft payment reminder for each client. - Draft a polite, on-brand payment reminder for each client naming the balance amount and due date
- Include a payment link or instructions matching your standard process
- Save as a Gmail draft. Do not send without your review and approval
Done when A ready-to-send draft reminder exists in Gmail for every client with a balance due.
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3
Slack - report who still owes a balance
slack.com
WebRun opens Slack to report who still owes a balance. - Post a Slack list sorted by event date, showing client name, balance owed, and days until the event
- Include a link to each Gmail draft for one-click review
Done when You have today's balance-due chase list in Slack with draft links.
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 clients about payments without my approval?
No. Every payment reminder is saved as a Gmail draft. Nothing goes to a client until you review and click Send yourself.
Does it handle partial deposits differently from full balances?
Yes. It reads the exact paid and outstanding amounts from Total Party Planner and includes the precise balance figure in each draft, whether it is a remaining deposit or the full contract balance.
What if a client pays after the reminder is drafted?
It re-reads the live balance in Total Party Planner on the next run. Clients who have paid are automatically skipped, so you never chase a settled account.
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