Automated Sports League Team Fee Balance Chaser
Every Monday, WebRun opens TeamSnap, finds teams with outstanding season fee balances, drafts a polite balance chaser email to each team contact with the amount and due date, and posts your treasurer a Slack summary of total fees outstanding by division.
How do I automatically chase teams for outstanding league fees?
WebRun opens TeamSnap every Monday, finds every team with an outstanding season fee balance, and drafts a polite chaser email in Gmail for each team contact with the exact amount and due date. Your treasurer gets a Slack report of total fees outstanding by division. Every email stays in draft until approved.
- Outstanding balances are followed up every Monday without manual scanning
- Treasurer sees total fees owed by division in a single weekly Slack message
- Teams more than 14 days overdue are flagged for escalation
Built for youth sports leagues · recreational leagues · league treasurers · sports club finance officers
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
go.teamsnap.comin a real browser with your saved login - no setup, no API keys. -
1
TeamSnap - find teams with outstanding fee balances
teamsnap.com
WebRun opens TeamSnap to find teams with outstanding fee balances. - Open TeamSnap and navigate to the Payments or Invoices section
- Filter for teams with an outstanding balance greater than zero
- Capture the team name, division, contact name, contact email, balance owed, and payment due date
- Skip teams that received a chaser in the last 5 days
Done when Every team with an outstanding fee balance is listed with contact details and the exact amount owed.
-
2
Gmail - draft balance chaser emails to team contacts
gmail.com
WebRun opens Gmail to draft balance chaser emails to team contacts. - Draft a polite, professional balance chaser email for each team contact naming the amount and due date
- Include payment instructions or a link to pay directly in TeamSnap
- Leave every email as a draft for treasurer review before sending
Done when One draft chaser email exists in Gmail for each team with an outstanding balance.
-
3
Slack - report outstanding balances to treasurer
slack.com
WebRun opens Slack to report outstanding balances to treasurer. - Post a Slack summary to the treasurer listing total outstanding fees by division
- Highlight teams that are more than 14 days past their due date
Done when Treasurer has a Slack fee report and draft chaser emails are queued 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 contact team contacts about fees without my approval?
No. Every chaser email is drafted in Gmail and held for treasurer review. Nothing is sent until a human approves it, so your league's tone stays consistent.
What if a team pays between Monday runs?
It reads live payment data from TeamSnap each Monday morning, so any team that settled their balance since last week is automatically excluded from that run.
Can it handle partial payments, not just completely unpaid teams?
Yes. It captures any outstanding balance greater than zero, including partial payments, so teams that paid a deposit but owe the remainder are included in the chase.
Related templates
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