Automated Buildertrend Invoice Chasing
Every Monday, WebRun opens Buildertrend, finds every invoice past its due date, cross-checks the balance against QuickBooks, drafts a polite payment reminder for each client in Gmail, and posts your full outstanding invoice list so your team can review drafts and send them at their discretion.
How do I automatically chase overdue invoices for my construction business?
Every Monday, WebRun scans Buildertrend for overdue invoices, cross-checks the outstanding balances in QuickBooks, and drafts a personalised payment reminder in Gmail for each client. Every draft waits for human review before anything is sent, so your team controls all client communication.
- Every overdue invoice gets a draft reminder ready to send within hours of Monday morning
- Paid clients are skipped automatically so no awkward double-chasers go out
- Outstanding balance verified against QuickBooks before every draft is written
Built for home builders · custom home builders · residential general contractors · construction bookkeepers
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
app.buildertrend.netin a real browser with your saved login - no setup, no API keys. -
1
Buildertrend - find overdue invoices
buildertrend.com
WebRun opens Buildertrend to find overdue invoices. - Open Buildertrend and go to the Invoices section
- Filter for invoices with a status of Unpaid or Overdue
- Capture the client name, job address, invoice number, amount owed, and days past due for each
Done when Every overdue invoice is listed with its key details.
-
2
QuickBooks - verify outstanding balances
- Look up each client in QuickBooks to confirm the outstanding balance and payment history
- Flag any client with a payment dispute note or a partial payment recorded this week
Done when Balances are verified and any payment disputes are flagged.
-
3
Gmail - draft payment reminder for each client
gmail.com
WebRun opens Gmail to draft payment reminder for each client. - Draft a polite, professional payment reminder for each overdue client referencing their invoice number, amount, and days overdue
- Leave every draft unsent in Gmail for your team to review before sending
- Do not send any reminder automatically. Human review is required before any client email goes out.
Done when A Gmail draft payment reminder exists for every overdue client, unsent and ready for 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 email clients about overdue invoices without my approval?
No. Every reminder is saved as a Gmail draft and stays unsent until a team member reviews and clicks Send.
What if a client already paid since the invoice was issued?
It checks the live payment status in both Buildertrend and QuickBooks each Monday, so any client who has paid is skipped automatically.
Can it handle partial payments?
Yes. It reads the outstanding balance from QuickBooks and references the remaining amount in the draft reminder, not the original invoice total.
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