Automated Chimney Invoice Payment Reminders
Every Monday, WebRun checks Smart Service and QuickBooks for invoices past their due date, drafts a polite reminder email for each customer in Gmail, and posts your office a short Slack list of who still owes and how many days overdue they are.
How do I chase overdue chimney sweep invoices without awkward calls?
Every Monday, WebRun checks Smart Service and QuickBooks for chimney invoices past their due date, drafts a polite reminder email for each customer in Gmail, and posts your office a Slack list ranked by days overdue. Reminders wait as drafts for a human to send, so nothing reaches a customer unchecked.
- Overdue accounts get a reminder every week without office follow-up work
- Office opens a ranked chase list in Slack every Monday
- Paid or already reminded customers are skipped automatically
Built for chimney sweep companies · field service billing teams · small 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
smartservice.comin a real browser with your saved login - no setup, no API keys. -
1
Smart Service - find jobs billed but unpaid
smartservice.com
WebRun opens Smart Service to find jobs billed but unpaid. - Open Smart Service and filter completed jobs marked billed
- Note which customers have not shown a payment against the job
- Capture the customer, job, and invoice amount for each
Done when Every billed job with no recorded payment is listed.
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2
QuickBooks - confirm invoice status and amount
- Look up each invoice in QuickBooks to confirm it is still open and past due
- Capture the exact balance, due date, and days overdue
- Skip any invoice already marked paid or in a payment plan
Done when Every overdue invoice is confirmed with its live balance and days overdue.
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3
Gmail - draft the payment reminder
gmail.com
WebRun opens Gmail to draft the payment reminder. - Draft a polite, on-brand reminder email for each customer with the invoice amount and due date
- Leave every email as an unsent draft for the office to review and send
- Skip any customer already reminded in the last 7 days
Done when A review-ready reminder draft exists in Gmail for every overdue customer.
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4
Slack - post the weekly chase list
slack.com
WebRun opens Slack to post the weekly chase list. - Post a weekly list to the office Slack channel of who still owes, sorted by days overdue
- Flag the largest or oldest balances first
Done when The office has this week's chase list in Slack.
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 without me checking first?
No. Every reminder is saved as an unsent Gmail draft. Your office reviews and sends it, so nothing goes to a customer without a human approving it.
How does it know an invoice is still unpaid?
It checks the live invoice status and balance in QuickBooks each week, so any invoice paid, adjusted, or on a payment plan is confirmed before a reminder is drafted.
Will it remind the same customer every single week?
No. It skips anyone already reminded in the last 7 days, so a customer working through payment with your office will not get a duplicate draft piling up.
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