Total Party Planner Automated Final Payment Reminders
Every morning, WebRun opens Total Party Planner, finds events within 10 days whose final balance isn't paid, cross-checks the real payment status in QuickBooks, and drafts a Gmail reminder for each client for you to review and send.
How do I automatically remind catering clients about a final balance due?
WebRun checks Total Party Planner every morning for events in the next 10 days with a final balance still due, then confirms the real payment status directly in QuickBooks before drafting anything. It drafts a Gmail reminder with the exact amount owed for each client, leaving it queued for your review, so a paid client never gets chased by mistake.
- Final balances get chased with 10 days of lead time before the event
- Payment status is confirmed in QuickBooks so paid clients are never rechased
- Every reminder is reviewed by you before it reaches a client
Built for off-premise caterers · catering finance teams · catering business owners · event billing coordinators
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.totalpartyplanner.comin a real browser with your saved login - no setup, no API keys. -
1
Total Party Planner - find events with a final balance due
totalpartyplanner.com
WebRun opens Total Party Planner to find events with a final balance due. - Open Total Party Planner and filter events to the next 10 days
- Capture the contract total, amount paid, and final balance for each
- Flag any event whose final balance is due and event date is approaching
Done when Every event in the next 10 days with a balance due is listed.
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2
QuickBooks - confirm the real payment status
- Look up the matching invoice for each flagged event
- Confirm the invoice is still open and note the exact amount outstanding
- Drop any event whose invoice shows as paid, even if Total Party Planner hasn't updated yet
Done when Every flagged event's real payment status has been confirmed against QuickBooks.
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3
Gmail - draft a payment reminder for each client
gmail.com
WebRun opens Gmail to draft a payment reminder for each client. - Draft a polite final-payment reminder for each client with the exact balance and event date
- Include your standard payment instructions or a payment link
- Save as a Gmail draft. Do not send without your review and approval
Done when A ready-to-send draft reminder exists in Gmail for every event with a confirmed balance due.
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 clients about their balance without my approval?
No. Every reminder is saved as a Gmail draft with the exact balance filled in. Nothing reaches a client until you review it and click Send.
Why check QuickBooks if the balance is already in Total Party Planner?
Payments don't always post to both systems at the same time. Checking QuickBooks directly means a client who already paid never gets a reminder by mistake.
How close to the event date does it start reminding?
It checks events in the next 10 days by default, giving the client enough notice before the balance is due. You can adjust that window when you set it up.
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