Automated FreshBooks Invoice Chasing
Every Monday, WebRun opens FreshBooks, finds invoices past their due date, drafts a polite reminder in Gmail for each customer, auto sending only small first reminders under a set amount and leaving larger or repeat reminders as drafts for review, and logs the chase status of every invoice in an Airtable tracker.
How do I chase overdue FreshBooks invoices without doing it by hand?
WebRun checks FreshBooks every Monday for invoices past due, drafts a polite reminder in Gmail for each customer, and sends only small first reminders automatically while leaving larger or repeat ones as drafts for you to approve. It logs every invoice's chase status in Airtable, so nobody gets reminded twice.
- Small overdue invoices get a reminder sent the same Monday, automatically
- Larger balances get a drafted reminder waiting in Gmail instead of being forgotten
- The Airtable tracker shows exactly who has been chased and who has not
Built for Freelancers · small business owners · bookkeepers · agencies
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
my.freshbooks.comin a real browser with your saved login - no setup, no API keys. -
1
FreshBooks - find overdue invoices
freshbooks.com
WebRun opens FreshBooks to find overdue invoices. - Open FreshBooks and filter invoices to overdue
- Capture the customer, amount, and days overdue for each
- Skip any invoice already reminded this week
Done when Every overdue invoice is listed with its details.
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2
Gmail - draft polite reminders
gmail.com
WebRun opens Gmail to draft polite reminders. - Draft a polite, on brand reminder for each overdue customer
- Auto send only reminders under your set amount and first notice
- Leave larger balances and repeat reminders as drafts for your review
Done when A reminder exists for every overdue invoice, sent or waiting for you.
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3
Airtable - log the chase status
airtable.com
WebRun opens Airtable to log the chase status. - Log each invoice's chase status, sent, drafted, or already paid
- Record the reminder date so the next run knows not to repeat it
- Flag the oldest and largest balances at the top
Done when The Airtable tracker reflects this week's chase status for every invoice.
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 without me?
Only below the auto send limit you set, and only a first reminder. Larger balances and repeat reminders are drafted and left in Gmail for your review.
What does the reminder say?
A short, polite, on brand nudge with the invoice number, amount, and due date. Give WebRun a tone or an example and it will match your voice.
What about customers who already paid?
It reads the live status in FreshBooks each run, so anyone who has paid is skipped automatically and never gets a reminder.
Related templates
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