Automated Circula Missing Receipt Chasing
Every Monday, WebRun opens Circula, finds the card transactions and expenses still missing a receipt, groups them by employee and cost center, writes the chase list into Notion, and opens one Trello card per person with the amounts and dates they need to fix.
How do I chase employees for missing expense receipts each week?
Every Monday, WebRun opens Circula, finds the card transactions and expenses still missing a receipt, and groups them by employee. It writes the chase list into Notion and opens a Trello card per person with the amounts and dates, so the month closes with no receipts outstanding.
- The month closes without receipts still outstanding
- Each employee sees only their own gaps, on one card
- Charges from a previous month are flagged as urgent before they age further
Built for finance managers · office managers · bookkeepers · companies with company cards
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
circula.comin a real browser with your saved login - no setup, no API keys. -
1
Circula - find expenses with no receipt
circula.com
WebRun opens Circula to find expenses with no receipt. - Open Circula and filter expenses and card transactions to those with no receipt attached
- Capture the employee, merchant, amount, date, and cost center for each one
- Note how many days old each charge is, and whether it is already in an approval flow
- Skip charges that were resolved since the last run
Done when Every card charge or expense without a receipt is listed with its owner and age.
-
2
Notion - write the chase list by person
notion.so
WebRun opens Notion to write the chase list by person. - Write this week's chase list into your finance page in Notion
- Group the rows by employee, with a subtotal of the amount unreceipted for each
- Put the oldest charges first, and mark anything from a previous month as urgent
- Show the running total so you can see the gap shrinking week to week
Done when The Notion page holds this week's receipt gaps grouped by employee.
-
3
Trello - open a card per employee
trello.com
WebRun opens Trello to open a card per employee. - Open or update one Trello card per employee on your month-end board
- List that person's missing receipts with merchant, amount, and date on the card
- Set the due date to your month-end close date
- Close cards for anyone whose receipts all came in. Chasing people stays a human job, WebRun never emails or messages an employee
Done when Every employee with a receipt gap has an up-to-date Trello card.
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 employees to chase them?
No. WebRun writes the list to your own Notion page and Trello board only. The actual nudge stays with you, so nobody gets an automated finance email in their inbox on a Monday morning.
Will it approve or reject expenses in Circula?
No. WebRun only reads expense and card transaction records. Approving, rejecting, or editing an expense stays with your approvers, so nothing in the books changes on its own.
What happens when a receipt finally arrives?
It drops off the next run. WebRun reads the live state in Circula each Monday, so a charge that got its receipt during the week leaves both the Notion list and the Trello card.
Related templates
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