Aplos Automated Grant Document Collection Chaser
Every Monday, WebRun opens Aplos, scans active grants and large donations for missing required documents such as grant agreements, W-9s, pledge forms, and acknowledgment letters, logs what is outstanding in a Google Sheet, and drafts a collection request email for each gap so your team can review and send.
How do I automatically track and chase missing grant documents for my nonprofit?
WebRun scans Aplos every Monday for grants and donations missing required supporting documents such as grant agreements, W-9s, and acknowledgment letters. It logs each gap in a Google Sheet and drafts a collection request email in Gmail for every outstanding item, which your staff reviews and approves before any message is sent to a grantor or donor.
- Every missing grant document is flagged and drafted for follow-up within hours of the weekly run
- Staff reviews every email before it reaches a grantor or donor
- Document gaps older than 14 days are automatically prioritized for urgent attention
Built for nonprofit grants managers · church finance staff · nonprofit compliance officers · fund accounting teams
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.aplos.comin a real browser with your saved login - no setup, no API keys. -
1
Aplos - scan grants and donations for missing documents
aplos.com
WebRun opens Aplos to scan grants and donations for missing documents. - Open Aplos and navigate to the Grants and Giving sections
- Review each active grant for required attachments such as grant agreement, spend report, and close-out letter
- Review large donations above the threshold for W-9 and acknowledgment letter
- Note each fund, grantor or donor name, and the specific document that is missing
Done when Every active grant and large donation is checked and any missing document is recorded with the fund name and contact.
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2
Google Sheets - log outstanding document gaps
google.com
WebRun opens Google Sheets to log outstanding document gaps. - Open the document-tracking Google Sheet
- Append a row for each outstanding document gap with fund, grantor or donor, document type, and due date
- Mark items that have been outstanding more than 14 days in orange for priority
Done when The tracking sheet has a current row for every outstanding document with priority flags applied.
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3
Gmail - draft collection request emails
gmail.com
WebRun opens Gmail to draft collection request emails. - Draft a polite document request email for each gap, naming the specific document needed and the relevant fund
- Leave every draft unsent in Gmail for staff review and approval
- Never send automatically
Done when A Gmail draft exists for every outstanding document request, ready for staff review.
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 grantors or donors without my approval?
No. WebRun drafts every collection request in Gmail and leaves it unsent. A staff member must review and approve each email before it goes to any external contact.
Which documents does it look for?
It checks for grant agreements, spend authorization letters, close-out reports, W-9 forms, and donor acknowledgment letters. You can adjust the required document list during setup.
What if a document was uploaded after last week's run?
It reads the live record in Aplos each Monday, so any document uploaded during the week is recognized and that item is skipped automatically.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.