Automated Ocean Freight Invoice Chaser
Every Monday, WebRun opens QuickBooks to find outstanding freight invoices approaching or past due, cross-references each against the delivered container record in Terminal49 to confirm the service was completed, and drafts a polite chaser email for each overdue invoice for your review before sending.
How do I automatically chase overdue freight invoices using container delivery data?
WebRun opens QuickBooks every Monday to find outstanding freight invoices near or past their due date, confirms each delivery milestone in Terminal49 so the chaser is factually grounded, and drafts a polite email in Gmail for your review. You approve and send each chaser yourself so no message reaches a carrier or forwarder without your sign-off.
- Every overdue freight invoice gets a drafted chaser backed by confirmed delivery data within minutes of the Monday run
- No chaser goes to a carrier before delivery is verified in Terminal49, eliminating disputes over undelivered shipments
- Finance team spends minutes reviewing drafts rather than hours of manual invoice and delivery reconciliation
Built for ocean freight importers · freight forwarders · logistics finance teams · accounts receivable managers
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
app.qbo.intuit.comin a real browser with your saved login - no setup, no API keys. -
1
QuickBooks - find outstanding freight invoices near or past due
- Open QuickBooks and navigate to the invoice or accounts receivable list
- Filter for outstanding freight invoices due within the next 5 days or already overdue
- Capture the invoice number, vendor or customer name, amount, due date, and B/L or container reference on each invoice
Done when Every overdue or near-due freight invoice is listed with its reference details and contact.
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2
Terminal49 - confirm delivery milestone for each invoice
terminal49.com
WebRun opens Terminal49 to confirm delivery milestone for each invoice. - Open Terminal49 and look up each container or B/L referenced on the outstanding invoices
- Confirm the container reached the full-out or empty-returned milestone, verifying the service was completed
- Note the actual delivery date to include as supporting detail in the chaser
Done when Each outstanding invoice is matched to a confirmed Terminal49 delivery milestone and delivery date.
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3
Gmail - draft chaser emails for review
gmail.com
WebRun opens Gmail to draft chaser emails for review. - Draft a polite chaser email for each outstanding invoice addressed to the carrier or forwarder accounts contact
- Include the invoice number, amount, due date, and confirmed delivery date from Terminal49 as supporting detail
- Leave all draft emails unsent for your review and approval. Do not send automatically
Done when A Gmail draft chaser exists for every outstanding freight invoice, each backed by confirmed delivery data and ready for your approval.
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 chaser emails to carriers or customers automatically?
No. Every chaser email is drafted in Gmail and left unsent for your review. You read, adjust if needed, and send each one yourself before any message goes out.
Why does it cross-reference Terminal49 before drafting a chaser?
Confirming the delivery milestone in Terminal49 before chasing prevents you from sending payment requests for shipments not yet delivered, and gives you a concrete delivery date to include in the email.
What if an invoice was already paid since last week?
It reads live invoice status in QuickBooks each Monday, so any invoice marked paid or voided since the last run is skipped automatically.
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