Automated CourseStorm Instructor Pay Reconciliation
Every Monday, WebRun opens CourseStorm, pulls every class that finished last week with its instructor and session count, compares that against the instructor bills recorded in Xero, drafts a correction bill for any mismatch, and sends your bookkeeper a Telegram summary of what needs a second look.
How do I catch instructor pay mismatches before payday?
WebRun compares your instructors' completed CourseStorm sessions against what's recorded in Xero every Monday. It matches session count and rate per instructor, drafts a correction bill for any mismatch, and sends your bookkeeper a Telegram summary, so pay discrepancies get caught and fixed before the next pay run instead of months later.
- Instructor pay mismatches get caught the Monday after class, not at year end
- Every correction is a draft your bookkeeper approves, nothing pays itself
- Bookkeepers open Telegram to a clean matched versus flagged summary each week
Built for community education business offices · adult ed program directors · continuing education bookkeepers · parks and rec finance staff
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
www.coursestorm.comin a real browser with your saved login - no setup, no API keys. -
1
CourseStorm - pull completed sessions per instructor
coursestorm.com
WebRun opens CourseStorm to pull completed sessions per instructor. - Open CourseStorm and list every class session completed in the last 7 days
- Group sessions by instructor with the count, date, and rate
- Note any session that was cancelled or rescheduled and exclude it
Done when Every completed session last week is listed by instructor.
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2
Xero - compare against recorded instructor bills
xero.com
WebRun opens Xero to compare against recorded instructor bills. - Open Xero and pull each instructor's bills for the same period
- Match session count and rate against what was billed or paid
- Draft a correction bill for any instructor who is short or overpaid, and leave it unapproved
Done when Every instructor's pay has been checked against completed sessions, and mismatches have a draft correction waiting.
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3
Telegram - flag mismatches for the bookkeeper
telegram.org
WebRun opens Telegram to flag mismatches for the bookkeeper. - Send the bookkeeper a summary of instructors that matched cleanly
- List any instructor with a draft correction bill and the reason for it
- Never approve or pay a bill. Leave that to the bookkeeper
Done when The bookkeeper has this week's reconciliation summary in Telegram.
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 pay instructors or approve a bill on its own?
No. WebRun only drafts a correction bill in Xero when the session count doesn't match what was billed. Your bookkeeper reviews and approves every bill before anything is paid.
How does it know a session actually happened?
It reads completed, non-cancelled sessions straight from CourseStorm's schedule, so rescheduled or cancelled classes are excluded from the count automatically.
What if an instructor's pay already matches?
It's listed as matched in the summary with no draft created. You only see a correction bill for instructors whose pay doesn't line up.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.