Automated Grocery Supplier Invoice Chaser
Every Monday, WebRun compares open purchase orders in ECRS CATAPULT against received bills in QuickBooks, identifies any PO with no matching invoice after its expected delivery date, drafts a polite chase email to each supplier, and queues the messages for your review before any email is sent.
How do I automatically chase suppliers for missing invoices on grocery store purchase orders?
WebRun compares open purchase orders in ECRS CATAPULT against QuickBooks bills every Monday, identifies any PO past its expected delivery date with no matching invoice, and drafts a polite supplier chase email in Gmail for each one. You review and send each draft, so nothing goes out without your approval.
- Missing supplier invoices caught within a week of the expected delivery date
- Chase emails drafted and ready without manual cross-referencing
- No email sent to a supplier without owner review and approval
Built for independent grocery store owners · grocery accounts payable staff · supermarket buyers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
www.ecrs.comin a real browser with your saved login - no setup, no API keys. -
1
ECRS CATAPULT - find open POs past expected delivery
ecrs.com
WebRun opens ECRS CATAPULT to find open POs past expected delivery. - Open CATAPULT inventory and navigate to purchase orders
- Filter for POs with an expected delivery date that has passed but status not marked as received
- Capture supplier name, PO number, order date, expected delivery date, and total amount for each
Done when All overdue open POs are listed with supplier and amount details.
-
2
QuickBooks - confirm no matching bill received
- Search QuickBooks bills for each PO number to confirm no invoice has been entered
- Skip any PO where a matching bill already exists in QuickBooks
- Confirm the final list of POs still missing an invoice
Done when POs confirmed as missing invoices in QuickBooks are identified.
-
3
Gmail - draft supplier chase emails for approval
gmail.com
WebRun opens Gmail to draft supplier chase emails for approval. - Draft a polite chase email for each supplier referencing the PO number and expected delivery date
- Ask for confirmation of delivery status or the invoice if goods were delivered
- Save each draft to Gmail for your review and approval before sending
Done when A Gmail draft chase email exists for each supplier with an outstanding PO.
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 suppliers without my sign-off?
No. Every chase email is saved as a Gmail draft for you to review and send. WebRun never emails a supplier on its own.
What if a PO was partially received?
If CATAPULT shows the PO as partially received, WebRun notes the outstanding quantity in the draft email so the supplier knows exactly what is missing.
How does it avoid chasing the same supplier twice for the same PO?
It checks whether a chase draft or sent email for the same PO already exists in Gmail before creating a new one, so no supplier gets a duplicate message.
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