Automated Heavy Haul Freight Invoice Chasing
Every Monday, WebRun checks completed moves in ProMiles against open invoices in QuickBooks, identifies invoices past their payment terms, and drafts a polite chaser email for each in Gmail for your billing team to review and send.
How do I automatically chase unpaid invoices for completed heavy haul moves?
WebRun checks QuickBooks for overdue invoices every Monday and matches each one to its corresponding completed move in ProMiles. It then drafts a polite payment reminder email in Gmail for every overdue account, staged for your billing team to review and send, so no completed heavy haul move stays unpaid without a timely follow-up.
- No completed move sits unpaid without a timely chaser
- Invoices over 30 days flagged for priority billing manager review
- Move details and invoice data cross-referenced automatically each week
Built for heavy haul carriers · freight billing teams · accounts receivable · transport finance departments
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.promiles.com/permit-managerin a real browser with your saved login - no setup, no API keys. -
1
ProMiles - list completed moves from the prior period
promiles.com
WebRun opens ProMiles to list completed moves from the prior period. - Open ProMiles and pull a list of moves completed in the prior 30 days
- Record the move ID, customer, route, and completion date for each
- Note any moves flagged as billable and not yet reconciled
Done when All completed billable moves from the prior period are listed with their details.
-
2
QuickBooks - find matching invoices past payment terms
- Open QuickBooks and filter invoices to Overdue status
- Match each overdue invoice to its corresponding ProMiles move by customer and move reference
- Capture the invoice number, customer name, amount due, due date, and days overdue
Done when Every overdue invoice matched to a completed ProMiles move is captured with its details.
-
3
Gmail - draft payment reminder emails for billing team review
gmail.com
WebRun opens Gmail to draft payment reminder emails for billing team review. - Draft a polite payment reminder email for each overdue invoice, referencing the move details and invoice number
- For invoices overdue by more than 30 days, flag the draft for priority review by the billing manager
- Leave all drafts unsent in Gmail for your billing team to review before sending
Done when Payment chaser drafts are staged in Gmail for every matched overdue invoice, awaiting billing team 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 send chaser emails to customers without my billing team approving them?
No. Every chaser email is drafted and left unsent in Gmail for your billing team to review. Nothing goes to a customer without explicit human approval.
How does it match a QuickBooks invoice to a ProMiles move?
It matches on customer name and the move reference number included in the invoice. If your invoices use a different reference format, you can configure the matching criteria during setup.
What about invoices that are disputed or on payment plans?
Your billing team reviews every draft before sending. They can discard drafts for disputed or plan invoices without the reminder going out. You can also maintain a skip list of customer IDs to exclude.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.