Automated BCC Software Postage Balance Alerts
Every morning, WebRun opens BCC Software, checks each client's postage escrow balance against the threshold you set, drafts a top-up invoice in QuickBooks for any account running low, leaves every invoice unsent for review, and posts your finance team a Slack alert naming who needs to pay before their next job can run.
How do I catch low client postage balances before a mail job is affected?
Every morning, WebRun opens BCC Software and checks each client's postage escrow balance against the threshold you set. For any account running low, it drafts a top-up invoice in QuickBooks and leaves it unsent for review, then posts your finance team a Slack alert naming who needs to pay before their next job can run.
- Low postage balances surface before a job is ready to run, not after
- Top-up invoices are drafted and waiting, so finance just reviews and sends
- Every client account gets checked daily, so none run dry unnoticed
Built for lettershops · mailing houses · direct mail finance teams · postage account 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
www.bccsoftware.comin a real browser with your saved login - no setup, no API keys. -
1
BCC Software - check each client's postage balance
bccsoftware.com
WebRun opens BCC Software to check each client's postage balance. - Open BCC Software and pull the current postage escrow balance for every client account
- Compare each balance against the low-balance threshold you set
- Note the client's typical job size so finance can judge urgency
Done when Every client account has a confirmed balance and a flag if it is below threshold.
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2
QuickBooks - draft the top-up invoice
- Open QuickBooks and start a top-up invoice for each flagged client
- Set the amount to bring the balance back to your target level
- Save it as a draft and leave it unsent for finance to review and send
Done when A draft top-up invoice sits ready in QuickBooks for every account below threshold.
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3
Slack - alert finance to who needs to pay
slack.com
WebRun opens Slack to alert finance to who needs to pay. - Post finance a list of clients below their postage balance threshold
- Put the lowest balances and soonest upcoming jobs first
- Note that top-up invoice drafts are waiting in QuickBooks
Done when Finance has today's low-balance list 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 bill clients without anyone checking?
No. WebRun only creates each top-up invoice as a draft in QuickBooks and leaves it unsent. Finance reviews the amount and clicks send, so no client is billed unchecked.
How is the threshold set?
You set a low-balance threshold per client, or a default for all, at setup. WebRun compares each account's live BCC Software balance against that threshold every morning.
Can a job still run if a balance is low?
WebRun does not hold or release jobs. It only flags the low balance and drafts the invoice, so your team can decide whether to pause a job while payment is pending.
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