Automated Rental Billing Reconciliation
Every morning, WebRun opens Flight Schedule Pro, reads all completed reservations from the previous day with their Hobbs times and fuel charges, compares them against the corresponding invoices in QuickBooks, flags any reservation without a matching invoice or any charge discrepancy, and posts a reconciliation summary to Slack so your billing team can resolve gaps before they compound.
How do I automatically reconcile flight rental and fuel billing between my scheduling system and QuickBooks?
Every morning, WebRun reads all completed reservations from Flight Schedule Pro, calculates the expected rental and fuel charges, then compares them against QuickBooks invoices for the same students and dates. Any missing or mismatched invoice is flagged in a Slack summary so your billing team can close the gap before it compounds.
- Missing and mismatched invoices are caught every morning before they build into a backlog
- Billing staff see a clear reconciliation summary in Slack without cross-checking two systems manually
- No invoice is created or changed in QuickBooks without a person making the decision
Built for flight school billing staff · flight school managers · aviation school 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
app.flightschedulepro.comin a real browser with your saved login - no setup, no API keys. -
1
Flight Schedule Pro - read completed reservations and charges
flightschedulepro.com
WebRun opens Flight Schedule Pro to read completed reservations and charges. - Open Flight Schedule Pro and filter completed reservations from the previous day
- Read each reservation's aircraft, student, Hobbs time, rental rate, and any logged fuel charge
- Calculate the expected billing total for each reservation based on Hobbs time and rate
Done when All previous-day completed reservations are listed with expected rental and fuel charges.
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2
QuickBooks - compare against invoices
- Open QuickBooks and find invoices created for the same students on the previous day
- Compare the invoiced amounts against the expected totals from Flight Schedule Pro
- Flag any reservation with no matching invoice, or where the invoiced amount differs from the expected total
Done when All discrepancies between Flight Schedule Pro totals and QuickBooks invoices are identified and listed.
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3
Slack - post reconciliation summary
slack.com
WebRun opens Slack to post reconciliation summary. - Post a Slack reconciliation summary to the billing channel listing matched, unmatched, and discrepant charges
- Show the total matched, total flagged, and the dollar value of any gaps
- Prompt the billing team to review QuickBooks and resolve any flagged items today
Done when The billing team has a daily Slack reconciliation summary with every unmatched or discrepant charge called out.
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 create or modify invoices in QuickBooks automatically?
No. WebRun only reads existing invoices in QuickBooks and compares them against Flight Schedule Pro records. It never creates, edits, or deletes an invoice. All billing corrections are made by your team after reviewing the Slack summary.
What counts as a discrepancy?
WebRun flags two situations: a completed reservation in Flight Schedule Pro with no matching invoice in QuickBooks for that student and date, and a reservation where the invoiced total differs from the amount calculated from Hobbs time and the rental rate.
Can it handle fuel surcharges and additional fees?
Yes. If Flight Schedule Pro records fuel charges or other fees alongside the reservation, WebRun includes them in the expected total and compares the full amount against the QuickBooks invoice. Configure the fee fields during setup.
Related templates
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