Automated Accolent ERP Service Contract Renewals
Every Monday, WebRun opens Accolent ERP and filters equipment service contracts, such as sterilizer certification and imaging maintenance, expiring within 60 days, checks QuickBooks to confirm each account's balance is current, and drafts a renewal reminder in Outlook naming the equipment covered for your service coordinator to review and send.
How do I catch expiring equipment service contracts before coverage lapses?
Every Monday, WebRun checks Accolent ERP for equipment service contracts expiring within 60 days, confirms each account's balance is current in QuickBooks, and drafts a renewal reminder in Outlook naming the equipment covered, so your service coordinator reviews and sends it before a practice's maintenance coverage lapses.
- Expiring contracts are caught every Monday with 60 days of runway to renew
- Past due accounts are flagged before a renewal offer goes out
- Service coordinator reviews a ready drafted reminder instead of writing one from scratch
Built for medical supply distributors · dental supply distributors · distributor service coordinators · equipment service teams
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
adssolutions.comin a real browser with your saved login - no setup, no API keys. -
1
Accolent ERP - find contracts expiring soon
adssolutions.com
WebRun opens Accolent ERP to find contracts expiring soon. - Open Accolent ERP and filter service contracts, such as equipment preventive maintenance, sterilizer certification, and imaging maintenance, expiring within 60 days
- Capture the practice, equipment covered, contract value, and expiration date
- Sort by soonest expiration first
Done when Every service contract expiring within 60 days is listed with its value and expiration date.
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2
QuickBooks - confirm the account is current
- Open QuickBooks and check the practice's account balance and payment status
- Note any past due invoice that should be resolved before renewal is offered
- Mark each expiring contract's account as current or past due
Done when Each expiring contract's account is confirmed current, or flagged past due.
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3
Outlook - draft the renewal reminder
microsoft.com
WebRun opens Outlook to draft the renewal reminder. - Draft a renewal reminder for each practice with a current account, naming the equipment covered and the expiration date
- Save every email as a draft for the service coordinator to review and send
- Skip drafting for any practice with a past due balance and flag it instead
Done when A draft renewal reminder exists for every current account with an expiring contract, unsent.
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 WebRun send the renewal reminder to the practice automatically?
No. WebRun drafts the reminder in Outlook and leaves it there for your service coordinator to review and send.
What happens if a practice has a past due balance?
It skips drafting a renewal reminder for that account and flags the past due balance instead, so billing can be resolved before a renewal is offered.
How far ahead does it flag expiring contracts?
It flags contracts expiring within 60 days by default, giving your service coordinator time to reach out before coverage lapses. That window can be adjusted.
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