Remind gymnastics families about upcoming recurring tuition charges
A few days before each tuition billing date, WebRun opens iClassPro to identify all families on recurring billing plans, drafts a friendly upcoming-charge notice in Mailchimp for staff to review, and reconciles expected charges against QuickBooks so the books stay clean.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically remind gymnastics families about upcoming recurring tuition charges?
WebRun checks iClassPro a few days before each billing cycle, identifies every family on a recurring tuition plan, and drafts an upcoming-charge notice in Mailchimp for staff to review. It also reconciles expected charges against QuickBooks and flags any expired payment methods so the front desk can act before a charge fails.
- Families are never surprised by an auto-charge on their card
- Expired payment methods are caught and flagged before the billing run
- Expected charges are reconciled in QuickBooks before each cycle
Built for gymnastics gym owners · studio billing coordinators · cheer and tumbling gym operators · youth activity center managers
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.iclasspro.comin a real browser with your saved login - no setup, no API keys. -
1
iClassPro - find families on recurring billing plans
iclasspro.com How to Automate iClassPro
WebRun opens iClassPro to find families on recurring billing plans. - Open iClassPro and navigate to the Billing section
- Filter for all accounts with an active recurring billing plan scheduled to charge within the next five days
- Capture each family's name, amount, billing date, and enrolled classes
- Flag any account with an expired or missing payment method
Done when All upcoming recurring charges are listed with account and amount details.
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2
Mailchimp - draft upcoming-charge notice emails
mailchimp.com How to Automate Mailchimp
WebRun opens Mailchimp to draft upcoming-charge notice emails. - Draft a friendly notice email to each family listing the upcoming charge amount, date, and classes covered
- For accounts with an expired payment method, add an urgent note to update their card in the parent portal
- Leave all drafts for a staff member to review before sending
Done when An upcoming-charge notice draft is queued in Mailchimp for every relevant family.
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3
QuickBooks - reconcile expected charges
- Match the expected recurring charges from iClassPro against open invoices in QuickBooks
- Flag any discrepancy between the billing plan amount and the invoice amount
- Add a note in QuickBooks for any account with a payment method issue
Done when Expected charges are reconciled in QuickBooks and discrepancies are flagged.
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 families about upcoming charges without anyone reviewing the message?
No. Every billing notice is drafted in Mailchimp and held for staff to approve before it reaches a parent. You review and send each notice on your own schedule.
What happens if a family has an expired payment method?
WebRun flags those accounts in iClassPro and adds an urgent note to their Mailchimp draft asking them to update their card in the parent portal before the charge runs.
Does it actually charge the card?
No. WebRun only reads billing schedules and drafts notices. The actual charge is still handled by iClassPro's recurring billing engine on its normal schedule.
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