Total Party Planner Automated Deposit Invoices
Every morning, WebRun opens Total Party Planner, finds events booked in the last day that still need a deposit invoice, drafts the invoice in QuickBooks with the correct deposit percentage and due date, and posts your team a Slack list of drafts ready for review.
How do I automatically draft a deposit invoice when a catering event books?
WebRun checks Total Party Planner every morning for events booked the day before that still need a deposit invoice. It drafts the invoice in QuickBooks with the correct deposit percentage, event date, and due date, then posts your team a Slack list of every draft ready for review, so new bookings get billed fast without a duplicate or a missed one.
- Every new booking gets a deposit invoice drafted within a day
- No duplicate invoices since existing drafts are checked first
- You review and send every invoice, staying in control of client billing
Built for off-premise caterers · catering finance teams · catering business owners · event sales coordinators
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
app.totalpartyplanner.comin a real browser with your saved login - no setup, no API keys. -
1
Total Party Planner - find newly booked events needing a deposit invoice
totalpartyplanner.com
WebRun opens Total Party Planner to find newly booked events needing a deposit invoice. - Open Total Party Planner and filter to events booked in the last day
- Capture the contract total, deposit percentage, event date, and client billing details
- Skip any event that already has a deposit invoice on file
Done when Every newly booked event without a deposit invoice is listed with its billing details.
-
2
QuickBooks - draft the deposit invoice
- Create a new invoice for the client using the deposit percentage on file
- Set the due date and reference the event date and package in the memo
- Save the invoice as a draft. Do not send without your review and approval
Done when A draft deposit invoice exists in QuickBooks for every newly booked event.
-
3
Slack - list invoices ready for review
slack.com
WebRun opens Slack to list invoices ready for review. - Post a Slack list of every draft invoice ready for review, with client name, amount, and due date
- Sort by event date so the soonest bookings get sent first
Done when Your team has today's list of deposit invoices ready to send.
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 the invoice to the client without me?
No. Every deposit invoice is saved as a QuickBooks draft. It only reaches the client once you review the amount and click Send yourself.
How does it know the right deposit amount?
It reads the deposit percentage and contract total already on file in Total Party Planner for that event, so the draft matches your standard terms.
What if an event already has a deposit invoice?
It checks Total Party Planner and QuickBooks for an existing invoice on the account first, so you never end up with a duplicate draft.
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