Automated Teachworks Tuition Installment Reminders
Every morning, WebRun opens Teachworks to find students on installment plans, checks each balance in QuickBooks, and drafts a polite reminder email in Gmail for every installment due soon or overdue, ready for staff to send.
How do I remind families about upcoming tuition installments automatically?
Every morning, WebRun finds every student on an active installment plan in Teachworks, checks the live balance and due date in QuickBooks, and drafts a polite reminder email in Gmail for any installment due within 3 days or already overdue. Staff review and send each draft, so families are reminded on time without a surprise charge.
- Families get a reminder before an installment is overdue, not after
- Staff send in one click instead of drafting each reminder by hand
- Paid installments are skipped automatically from live QuickBooks status
Built for language schools · ESL academies · language institutes · tuition-based education businesses
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.teachworks.comin a real browser with your saved login - no setup, no API keys. -
1
Teachworks - find students on installment plans
teachworks.com
WebRun opens Teachworks to find students on installment plans. - Open Teachworks and filter students to those on an active installment plan
- Capture each student's next installment amount and due date
- Skip any plan already marked paid in full
Done when Every active installment plan has its next due amount and date captured.
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2
QuickBooks - check each balance and due date
- Look up the matching invoice in QuickBooks for each installment
- Confirm whether it is still open, due within 3 days, or already overdue
- Note the days overdue for any installment past its due date
Done when Every installment's live payment status is confirmed in QuickBooks.
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3
Gmail - draft the installment reminder
gmail.com
WebRun opens Gmail to draft the installment reminder. - Draft a polite reminder email to the family for each installment due soon or overdue
- Include the amount, due date, and a link to pay
- Save each email as a draft for staff to review and send. Never auto-send a payment reminder
Done when A draft reminder email is ready in Gmail for every installment due soon or overdue.
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 money without approval?
No. Every installment reminder is saved as a Gmail draft. A staff member checks the amount and due date and sends it, so no family gets a payment email WebRun sent unsupervised.
What if a family already paid the installment?
WebRun checks the live invoice status in QuickBooks each morning, so any installment paid before the run is skipped and no reminder is drafted for it.
Does it change or cancel an installment plan?
No. It only reads the plan and balance to draft reminders. Any change to the plan itself, like a pause or a new schedule, is made by staff in Teachworks.
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