Automated Coffee Shop Gift Card Liability Tracking
Every Monday, WebRun opens Square for Restaurants, pulls all outstanding gift card balances, calculates your total unredeemed liability, cross-checks Odeko supply costs to estimate redemption margins, and logs the weekly snapshot in a Google Sheet with a Slack summary so your liability is always current.
How do I track my coffee shop's gift card liability automatically each week?
WebRun pulls all outstanding gift card balances from Square for Restaurants every Monday, calculates your total unredeemed liability, adds redemption margin context from Odeko supply costs, and logs the weekly snapshot in Google Sheets with a Slack summary so your liability exposure is always visible.
- Total gift card liability visible every Monday without any manual export
- Week-over-week liability trends logged automatically in Google Sheets
- Gross margin context from Odeko turns a balance into a real financial picture
Built for independent coffee shop owners · cafe bookkeepers · coffee shop finance 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
squareup.com/dashboardin a real browser with your saved login - no setup, no API keys. -
1
Square for Restaurants - pull outstanding gift card balances
squareup.com
WebRun opens Square for Restaurants to pull outstanding gift card balances. - Open Square for Restaurants and navigate to the Gift Cards section
- Export all active gift cards with remaining balances
- Sum the total outstanding liability across all unredeemed cards
- Note the number of cards issued this week, redeemed this week, and total active
Done when Total outstanding gift card liability is calculated with this week's issuance and redemption counts.
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2
Odeko - estimate redemption margin against current supply costs
odeko.com
WebRun opens Odeko to estimate redemption margin against current supply costs. - Open Odeko and note current average cost-of-goods for your top menu items
- Estimate the gross margin on likely redemption orders to give liability context
- Flag if total outstanding liability has increased significantly week-over-week
Done when Redemption margin context from Odeko is added to the weekly liability figure.
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3
Google Sheets - log weekly liability snapshot
google.com
WebRun opens Google Sheets to log weekly liability snapshot. - Open the gift card liability tracker sheet
- Add a new weekly row: date, total liability, cards active, cards issued, cards redeemed, margin estimate
- Post a one-line summary to the connected Slack ops channel with the total liability and week-over-week change
Done when This week's gift card liability is logged in Google Sheets and summarized 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 issue or redeem any gift cards automatically?
No. WebRun only reads gift card data from Square. It never issues, redeems, or modifies any gift card balance.
Why does the liability include Odeko supply costs?
Knowing the gross margin on likely redemption orders gives you context for the real cost of your outstanding liability, not just the face value. It helps with financial planning.
How far back does it track gift card history?
WebRun logs a new snapshot every Monday. The Google Sheet builds a rolling history over time so you can see trends in issuance, redemption, and total liability week by week.
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