Automated Sponsor Invoice Follow-Up for Research Sites
Every Monday, WebRun opens RealTime-CTMS, finds sponsor invoices that are past due, drafts a payment follow-up email for each sponsor in Gmail for finance team review, and reconciles the outstanding amounts in QuickBooks.
How do I automatically chase overdue sponsor invoices at a clinical research site?
WebRun checks RealTime-CTMS every Monday for overdue sponsor invoices, drafts a professional follow-up email for each one in Gmail for finance team review, and updates the outstanding amounts in QuickBooks. No email goes to a sponsor until your team approves it.
- Every overdue sponsor invoice gets a draft follow-up within hours of Monday opening
- Finance team reviews and sends approved emails rather than writing them from scratch
- QuickBooks receivables stay current without manual data entry
Built for clinical research finance managers · research site administrators · site network 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
realtime-ctms.com/loginin a real browser with your saved login - no setup, no API keys. -
1
RealTime-CTMS - find overdue sponsor invoices
realtime-ctms.com
WebRun opens RealTime-CTMS to find overdue sponsor invoices. - Open RealTime-CTMS and navigate to the Financial or Receivables section
- Filter for sponsor invoices with a status of Unpaid and a due date in the past
- Capture the sponsor name, study protocol, invoice amount, invoice number, and days overdue
Done when Every overdue sponsor invoice is listed with its details and days outstanding.
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2
Gmail - draft payment follow-up for finance review
gmail.com
WebRun opens Gmail to draft payment follow-up for finance review. - Draft a professional, on-brand payment follow-up email for each overdue invoice
- Reference the invoice number, amount, and original due date in the body
- Leave every draft unsent for your finance team to review and approve before sending to the sponsor
Done when A draft follow-up email exists in Gmail for every overdue invoice, awaiting finance team approval.
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3
QuickBooks - reconcile outstanding receivables
- Open QuickBooks and locate the matching accounts-receivable entry for each invoice
- Update the follow-up date and add a note that a draft reminder is pending review
- Flag invoices overdue by more than 60 days for escalation
Done when QuickBooks reflects the current follow-up status for every overdue sponsor invoice.
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 the follow-up email to the sponsor automatically?
No. Every email is left as a draft in Gmail for your finance team to review and approve. Nothing is sent to a sponsor without a human in the loop.
How does it know which invoices are overdue?
It reads the invoice due dates and payment statuses directly from RealTime-CTMS each Monday, so the list reflects your real outstanding receivables.
What if a sponsor paid between runs?
It reads the live payment status from RealTime-CTMS before building the list, so invoices settled since the last run are excluded automatically.
Related templates
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