Chase overdue group sales invoices before they age further
Every Monday, WebRun opens QuickBooks, finds group sales invoices past their due date, cross-references each with the corresponding Altru Group Sale record for context, drafts a polite payment reminder in Gmail for each overdue account, and leaves every draft unsent for your finance team to review.
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How do I automatically chase overdue group sales invoices at a museum?
Every Monday, WebRun opens QuickBooks, finds overdue group sales invoices, pulls the matching booking context from Blackbaud Altru, and drafts a polite payment reminder in Gmail for each one. Finance staff review and approve every draft before any email reaches a customer, ensuring overdue balances are chased promptly without bypassing human judgment.
- No overdue group invoice goes unchased for more than a week
- Finance staff review polished, invoice-specific reminder drafts instead of writing each email manually
- Invoices over 60 days are automatically flagged for escalated review so nothing falls through the cracks
Built for museum finance teams · cultural attraction billing staff · group sales administrators · nonprofit accounts receivable
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
quickbooks.intuit.comin a real browser with your saved login - no setup, no API keys. -
1
QuickBooks - find overdue group invoices
- Open QuickBooks and navigate to Invoices, then filter to Overdue status
- Capture the customer name, invoice number, amount due, due date, and days overdue
- Skip invoices already sent a reminder in the past 7 days
- Flag any invoice more than 60 days overdue for escalated follow-up
Done when All overdue group invoices are listed with their amounts and days outstanding.
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2
Blackbaud Altru - pull the matching group sale context
blackbaud.com How to Automate Blackbaud Altru
WebRun opens Blackbaud Altru to pull the matching group sale context. - Open Altru and search for the Group Sale record matching each overdue invoice customer
- Note the visit date, group size, and booking coordinator name for context
- Check whether the group has any upcoming reservations that could be affected by the outstanding balance
Done when Each overdue invoice is paired with the matching Altru Group Sale context.
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3
Gmail - draft payment reminder emails
gmail.com How to Automate Gmail
WebRun opens Gmail to draft payment reminder emails. - Draft a polite payment reminder for each overdue invoice, naming the invoice number and amount
- Reference the group's visit date so the customer can easily match the invoice to their booking
- For invoices more than 60 days overdue, use the escalated template and flag it for supervisor review
- Save every email as a draft and leave it unsent until your finance team reviews and approves it
- Never send payment reminder emails automatically without explicit staff approval
Done when A personalised payment reminder draft exists in Gmail for every overdue group invoice.
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 payment reminders to customers without finance team approval?
No. Every reminder is saved as a Gmail draft only. Your finance team reviews each one and decides whether to send, modify, or hold it. Nothing reaches a customer automatically.
What if an invoice was paid after the run started?
WebRun reads live invoice status from QuickBooks. Any invoice cleared before the run completes is excluded. If a payment arrives after a draft is created, the finance team simply deletes that draft before sending.
How does it handle disputed invoices that should not receive a reminder?
Before sending, your finance team reviews the draft batch. Any invoice under dispute can be skipped or deleted from the queue. You can also add a dispute note to the QuickBooks record and WebRun will skip it on future runs.
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