Automated Distillery Overdue Invoice Chasing
Every Monday, WebRun opens QuickBooks to find overdue invoices, cross-references each account in Whiskey Systems for order history, drafts a polite reminder email in Gmail for your review, and posts a collections digest to Slack listing who owes what and for how long.
How do I automatically chase overdue invoices from my wholesale accounts?
Every Monday, WebRun opens QuickBooks to find overdue wholesale invoices, checks each account's order history in Whiskey Systems, drafts a polite reminder email in Gmail for human review, and posts a Slack collections digest ranked by balance, so outstanding payments are chased consistently without anyone making an awkward call.
- Every overdue invoice gets a personalized reminder drafted within minutes of the Monday run
- Finance team sees a ranked collections list in Slack before 9 AM every Monday
- Paid invoices are skipped automatically so no customer gets a duplicate chase
Built for distillery finance managers · craft distillery owners · wholesale account managers · distillery bookkeepers
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
qbo.intuit.comin a real browser with your saved login - no setup, no API keys. -
1
QuickBooks - find overdue invoices
- Open QuickBooks and run the Accounts Receivable Aging report
- Filter for invoices 7 or more days past due
- Capture the customer name, invoice number, amount, due date, and days overdue for each
Done when Every overdue invoice is listed with its customer, amount, and days overdue.
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2
Whiskey Systems - cross-check account and order history
whiskeysystems.com
WebRun opens Whiskey Systems to cross-check account and order history. - Open Whiskey Systems and look up each overdue account in the customer list
- Note the account's recent order history and any open or pending orders
- Flag accounts with active pending orders to handle collections with extra care
Done when Each overdue account has its order-history context captured for the reminder draft.
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3
Gmail - draft polite reminder emails
gmail.com
WebRun opens Gmail to draft polite reminder emails. - Draft a polite, on-brand reminder email for each overdue customer
- Reference the specific invoice number, amount, and due date in the email body
- Leave every email as a draft in Gmail for a human to review and send. Do not send automatically.
Done when A drafted reminder email is waiting in Gmail for each overdue invoice, ready for review.
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4
Slack - post collections digest
slack.com
WebRun opens Slack to post collections digest. - Post a collections digest to the finance Slack channel
- List overdue accounts sorted by amount owed, largest first, with days overdue noted
- Flag any account with an active open order so the team can coordinate before chasing
Done when The finance team has this week's collections digest 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 email customers automatically?
No. WebRun drafts every reminder in Gmail and leaves it unsent. A human reviews and sends each one, so no customer receives an automated collections message without your approval.
What if a customer already paid since the last run?
WebRun reads the live QuickBooks balance each Monday, so any invoice cleared since the last run will not appear in the digest or trigger a draft reminder.
How does it handle accounts with active open orders?
It cross-checks each overdue account against Whiskey Systems and flags those with open orders in both the Gmail draft and the Slack digest, so your team can decide how to approach collections without risking the relationship.
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