Automated Advisory Invoice Chasing for Fractional CFOs
Every Monday, WebRun opens QuickBooks to find advisory fee invoices past their due date, cross-checks each client's billing status in Fathom, drafts a polite reminder email for your review, and posts an outstanding-balance summary to your Slack channel.
How can I automatically chase overdue advisory fee invoices for my fractional CFO practice?
WebRun opens QuickBooks every Monday, finds overdue advisory fee invoices, cross-checks each client's billing status in Fathom, and drafts a polite reminder email in Gmail for your review. It then posts a ranked outstanding-balance summary to Slack so your team knows exactly who to chase and for how much.
- No overdue advisory invoice goes unnoticed past one week
- Client reminder drafts are ready in Gmail every Monday without manual work
- Largest outstanding balances are flagged first for priority follow-up
Built for fractional CFOs · CFO advisory firms · outsourced finance teams · accounting advisory practices
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
quickbooks.intuit.comin a real browser with your saved login - no setup, no API keys. -
1
QuickBooks - find overdue advisory invoices
- Open QuickBooks and navigate to Invoices filtered by Overdue
- Capture client name, invoice number, amount, and days overdue for each unpaid advisory fee invoice
- Skip any invoice already chased this week or flagged as disputed
Done when Every overdue advisory invoice is listed with its client, amount, and age.
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2
Fathom - confirm client billing status
fathomhq.com
WebRun opens Fathom to confirm client billing status. - Open Fathom and locate the matching client organisation
- Check the accounts-receivable balance and any notes on the client's billing history
- Flag clients with balances over your review threshold for manual handling
Done when Each overdue invoice has a billing-status note and a flag for large balances.
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3
Gmail - draft polite reminder for review
gmail.com
WebRun opens Gmail to draft polite reminder for review. - Draft a short, professional reminder email for each overdue client referencing the invoice number and amount
- Leave every draft unsent in Gmail for your review and approval
- Do not send any email without your explicit sign-off
Done when A draft reminder email exists in Gmail for every overdue client, unsent and ready to review.
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4
Slack - post weekly outstanding-balance summary
slack.com
WebRun opens Slack to post weekly outstanding-balance summary. - Post a weekly outstanding-balance summary to your designated Slack channel
- List each overdue client, invoice amount, and days overdue
- Flag the oldest or largest balances at the top
Done when Your team has this week's advisory-fee chase 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 email clients without my approval?
No. Every reminder is saved as an unsent Gmail draft for you to review and send. WebRun never sends client-facing emails on its own.
How does it know which invoices are for advisory fees?
It filters QuickBooks invoices by the product or service category you specify during setup, so only advisory retainer lines are included.
What if a client has already paid?
WebRun reads the live invoice status in QuickBooks each run, so any invoice marked paid is automatically skipped.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.