Automated Equipment Dealer Invoice Collection
Every Monday, WebRun opens QuickBooks, finds invoices past their due date, cross-references customer details in e-Emphasys, drafts a polite payment reminder email in Gmail for each outstanding balance, and queues them for your AR team to review before anything is sent.
How do I automatically chase overdue invoices at my equipment dealership?
WebRun checks QuickBooks every Monday for invoices past their due date, looks up each customer's contact in e-Emphasys, and drafts a polite payment reminder email in Gmail for your AR team to approve before sending. Every large balance is flagged for senior review before any message goes out.
- AR team starts the week with ready-to-send draft reminders for every overdue balance
- No overdue invoice goes a second week without a follow-up
- Large balances are automatically flagged for senior review before outreach
Built for heavy equipment dealers · equipment dealer AR teams · parts and service billing 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
quickbooks.intuit.com/app/qboin a real browser with your saved login - no setup, no API keys. -
1
QuickBooks - find overdue invoices
- Open QuickBooks and filter accounts receivable to invoices past their due date
- Capture the invoice number, amount, days overdue, and linked customer for each
- Skip invoices already contacted in the last seven days
Done when All overdue invoices are listed with amounts and days outstanding.
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2
e-Emphasys - look up customer contact details
e-emphasys.com
WebRun opens e-Emphasys to look up customer contact details. - Look up each customer in e-Emphasys to get the current primary contact name and email
- Note any active service or rental accounts that should be flagged alongside the outstanding balance
Done when Customer contact details are confirmed from e-Emphasys for every overdue invoice.
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3
Gmail - draft payment reminders for AR review
gmail.com
WebRun opens Gmail to draft payment reminders for AR review. - Draft a polite, on-brand payment reminder for each overdue invoice, referencing the invoice number and balance
- For balances over your threshold, flag the draft for senior AR review before sending
- Save all emails as Gmail drafts, not sent, for your AR team to approve
Done when A draft reminder email is queued in Gmail for every overdue 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 send payment reminders to customers without my approval?
No. Every reminder is saved as a Gmail draft. Your AR team reviews and sends each one. Nothing reaches a customer without human approval.
What if a customer is already on a payment plan?
Add those customers to a skip list in the configuration. WebRun will not draft reminders for any customer on the exclusion list.
Can it handle invoices across multiple locations?
Yes. It reads all overdue invoices in QuickBooks regardless of location, and cross-references the right e-Emphasys customer record for each one.
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