Automated Music Venue Settlement Invoice Chaser
Every Monday, WebRun opens QuickBooks and finds settlement invoices that are past due, cross-references the show in Prism.fm to confirm the settlement is finalized, drafts a polite payment reminder for each overdue promoter in Gmail, and posts a ranked chase list to Slack so your finance team sees who still owes and by how much.
How do I automatically chase overdue settlement invoices from promoters?
Every Monday WebRun opens QuickBooks, finds settlement invoices past their due date, cross-checks each show's settlement status in Prism.fm, drafts a polite payment reminder in Gmail for each overdue promoter, and posts a ranked chase list to Slack. Nothing is emailed without your finance team's sign-off.
- Every overdue settlement gets a reminder draft on Monday morning without manual searching
- Disputed shows are flagged before anyone chases payment
- No email goes to a promoter without your finance team's approval
Built for music venue finance teams · independent promoters · venue managers · concert settlement accountants
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 settlement invoices
- Open QuickBooks and filter invoices to Overdue status
- Capture the promoter name, invoice amount, due date, and days overdue for each
- Skip any invoice already paid or in a payment plan
Done when Every overdue settlement invoice is listed with its amount and age.
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2
Prism.fm - confirm settlement status on each show
prism.fm
WebRun opens Prism.fm to confirm settlement status on each show. - Look up each show in Prism.fm to confirm the settlement was finalized and signed off
- Note any disputed line items or pending corrections that might explain the delay
Done when Settlement status is confirmed for every overdue invoice.
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3
Gmail - draft payment reminder for each promoter
gmail.com
WebRun opens Gmail to draft payment reminder for each promoter. - Draft a polite, professional payment reminder for each overdue promoter
- Reference the show name, invoice amount, and days overdue in the message
- Leave each draft unsent for review before any email goes to a promoter
Done when Payment reminder drafts are ready in Gmail for every overdue invoice, all awaiting approval.
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4
Slack - post chase list to finance team
slack.com
WebRun opens Slack to post chase list to finance team. - Post the weekly chase list to the finance team Slack channel
- Sort by amount overdue, largest first, and flag any disputes noted in Prism.fm
Done when The finance team has this week's overdue invoice list in Slack.
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 the promoter without my approval?
No. Every reminder is left as a Gmail draft for your finance team to review and send. No payment reminder goes out to a promoter automatically.
What if the settlement is disputed?
It flags any disputed line items it finds in Prism.fm on the Slack chase list so your team can resolve the dispute before chasing payment.
What if the invoice was paid over the weekend?
It reads the live invoice status in QuickBooks each Monday morning, so any invoice settled since last week is skipped automatically.
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