Automated Grantee Payment Request Follow-Up
Every Monday, WebRun opens Submittable, finds active awards where a scheduled payment request or drawdown documentation is overdue, logs each case to a tracking sheet with the grantee details and amount involved, and drafts a follow-up email in Gmail for your grants officer to approve before it reaches the grantee.
How do I automatically follow up with grantees on overdue payment requests?
WebRun checks Submittable every Monday for active grants where a scheduled payment request or drawdown documentation is overdue, logs each case to a Google Sheet with the grantee name and overdue amount, and drafts a targeted follow-up email in Gmail. Your grants officer reviews and approves each draft before any email reaches a grantee.
- Every overdue payment request is logged and tracked so nothing is forgotten between runs
- Grantees receive a single, consolidated follow-up that names every outstanding item
- No email reaches a grantee without explicit grants officer approval
Built for grantmakers · foundation program officers · grant program managers · nonprofit grant administrators
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.submittable.comin a real browser with your saved login - no setup, no API keys. -
1
Submittable - identify overdue payment requests
submittable.com
WebRun opens Submittable to identify overdue payment requests. - Open Submittable and navigate to active award records
- Find awards where a scheduled payment request, drawdown submission, or supporting documentation is past due
- Capture the grantee name, email, award name, overdue amount, and number of days overdue for each case
Done when Every overdue payment request or drawdown case is identified with its grantee and amount details.
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2
Google Sheets - log cases with grantee and amount details
google.com
WebRun opens Google Sheets to log cases with grantee and amount details. - Open the overdue payment request tracking sheet
- Add or update a row for each case with the grantee name, award, overdue amount, days overdue, and last contact date
- Mark any grantee already contacted this week to avoid duplicate outreach
Done when The tracking sheet shows every overdue payment case with its current status.
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3
Gmail - draft follow-up for grants officer approval
gmail.com
WebRun opens Gmail to draft follow-up for grants officer approval. - Draft a polite follow-up email for each grantee not yet contacted this cycle
- Include the award name, the specific missing documentation or payment request, and the number of days it is overdue
- Leave every draft unsent for the grants officer to review and approve before sending
Done when Follow-up email drafts are staged in Gmail for grants officer review. No emails are sent automatically.
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 grantees about overdue payment requests without my approval?
No. Every follow-up email is drafted in Gmail and left unsent. The grants officer reviews and approves each message before it goes to any grantee.
Will the same grantee receive multiple emails if they are overdue on more than one item?
It groups all overdue items for the same grantee into a single draft so they receive one consolidated follow-up rather than separate emails for each outstanding item.
What if a grantee submits their payment request between Monday runs?
It reads the live award status from Submittable each Monday, so grantees who have submitted since the last run are removed from the overdue list automatically.
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