Chase overdue wholesale invoices without the awkward phone call
Every Monday, WebRun opens QuickBooks, finds every wholesale invoice past its due date, checks the account's order history and standing in Cropster, drafts a polite payment reminder in Gmail referencing the invoice and order, and leaves it for your accounts team to review and send.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I chase overdue wholesale coffee invoices without an awkward call?
WebRun checks QuickBooks every Monday for overdue wholesale invoices, confirms each account's order history and credit hold status in Cropster, and drafts a polite payment reminder in Gmail referencing the exact invoice and amount, left unsent for your accounts team to review, so no overdue balance goes unchased and no reminder goes out unreviewed.
- Overdue wholesale invoices get a drafted reminder before they go further past due
- Reminders reference the real invoice and order so they read personal, not generic
- Accounts on credit hold are handled separately instead of getting a routine nudge
Built for wholesale coffee roasters · accounts receivable teams · roastery office managers
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 wholesale invoices
- Open QuickBooks and filter invoices to overdue for wholesale accounts
- Capture the amount, due date, and days overdue for each invoice
- Skip any invoice already flagged as disputed or in a payment plan
Done when Every overdue wholesale invoice is listed with its amount and days overdue.
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2
Cropster - confirm the account's order history
cropster.com How to Automate Cropster
WebRun opens Cropster to confirm the account's order history. - Look up each overdue account's recent order history and standing in Cropster
- Note whether the account is currently on credit hold
- Flag accounts on credit hold separately so a reminder is not sent alongside a hold notice
Done when Every overdue account's order history and credit hold status is confirmed.
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3
Gmail - draft a payment reminder for review
gmail.com How to Automate Gmail
WebRun opens Gmail to draft a payment reminder for review. - Draft a polite, on brand payment reminder for each overdue invoice
- Reference the invoice number, amount, and due date so it reads specific, not generic
- Save every reminder as a Gmail draft for your accounts team to review and send
Done when A draft reminder exists in Gmail for every overdue wholesale invoice, unsent.
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 my wholesale accounts automatically?
No. Every reminder is saved as a Gmail draft only. Your accounts team reviews and sends each one, WebRun never emails a customer about an unpaid invoice on its own.
How does it decide which accounts to remind?
It reads live invoice status in QuickBooks each Monday, so only invoices that are actually still overdue get a drafted reminder. Anything paid since the last run is skipped.
What happens for accounts already on credit hold?
It flags them separately using their Cropster standing so a routine reminder is not drafted alongside a credit hold notice. Those accounts are left for your team to handle directly.
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