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Automated Music Store Gift Card Liability Digest

Every Monday, WebRun opens RAIN POS, pulls all active gift card balances, totals the outstanding liability by issuance period, logs the breakdown to a Google Sheet, and posts a summary to Slack so your accountant and management team have a current liability figure without manual digging.

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Runs on WebRun · Strict Lockdown policy
Every Monday at 9:00 AM WebRunorchestrates each step
1 RAIN POS pull all active gift card balances
2 Google Sheets log liability breakdown by issuance period
3 Slack post weekly liability summary to team
In short

How do I automatically track my music store's gift card liability each week?

Every Monday, WebRun opens RAIN POS, pulls all active gift card balances, groups them by issuance quarter, and calculates the total outstanding liability. It logs a dated breakdown to a Google Sheet and posts a summary to Slack showing total liability and the weekly change, so your accountant always has an accurate, current figure.

  • Total gift card liability known every Monday without manual report pulls
  • Aging cards inactive for 12-plus months flagged for breakage review
  • Running liability history in Google Sheets ready for accountants and auditors

Built for music store owners · instrument retailers · retail accountants and bookkeepers

Step by step

What does WebRun do on every run?

The exact actions WebRun takes, in order - in plain language, so you can adjust anything.

  1. WebRun signs in and gets to work

    Opens app.rainpos.com in a real browser with your saved login - no setup, no API keys.

  2. 1
    RAIN POS - pull all active gift card balances
    rainpos.com
    WebRun in RAIN POS: pull all active gift card balances
    WebRun opens RAIN POS to pull all active gift card balances.
    • Open RAIN POS and navigate to the gift card report
    • Pull all active gift cards with their current balance, original value, and issuance date
    • Group cards by issuance quarter to show aging of liability
    • Calculate the total outstanding liability across all active cards
    • Note any cards that have been inactive for more than 12 months

    Done when All active gift card balances are captured with issuance dates and the total liability is calculated.

  3. 2
    Google Sheets - log liability breakdown by issuance period
    google.com
    WebRun in Google Sheets: log liability breakdown by issuance period
    WebRun opens Google Sheets to log liability breakdown by issuance period.
    • Open the gift card liability tracking sheet
    • Append a dated row with this week's total outstanding liability
    • Add a breakdown section showing liability by issuance quarter
    • Flag cards inactive for more than 12 months in a separate column
    • Update a running chart column so the liability trend is visible over time

    Done when The sheet has a complete, dated liability record for this week.

  4. 3
    Slack - post weekly liability summary to team
    slack.com
    WebRun in Slack: post weekly liability summary to team
    WebRun opens Slack to post weekly liability summary to team.
    • Post a short summary to the finance or management Slack channel
    • Include total outstanding liability, the number of active cards, and the change from last week
    • Note the count of aging cards inactive for over 12 months

    Done when Management and finance have a weekly liability snapshot in Slack.

Run settings

How is each run configured?

Starting pageWhere Chrome opens at the start of each run
app.rainpos.com
ScheduleRuns automatically on this cadence
Every Monday at 9:00 AM
DeliveryHow each run's result reaches you
Liability digest · Slack
OutputWhat each run produces - A dated Google Sheet row showing total gift card liability, breakdown by issuance quarter, and aging card count, plus a Slack summary.
Spreadsheet
Setup & safety

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.

Your credentials stay in your own private environment - WebRun never stores your passwords.
Strict Lockdown

Every action is checked against this policy before it runs.

Domains ALLOWLIST
Typed input ALLOW
Shell command BLOCK
File uploads BLOCK
Runs in a contained environment More on policies
Good to know

Questions, answered

Does it expire or cancel any gift cards automatically?

No. WebRun only reads and reports on gift card balances. Any expiry or adjustment to a card balance is a human decision made in RAIN POS.

How does it handle gift cards issued years ago?

WebRun groups cards by issuance quarter and flags those inactive for more than 12 months, giving your accountant the detail needed to apply any applicable breakage rules.

Is this useful at tax time?

Yes. The Google Sheet builds a running liability record each week, so you have a dated history of outstanding balances ready for your accountant or auditor.

Keep going

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