Total Party Planner Automated Vendor Order Reminders
Every morning, WebRun opens Total Party Planner, checks upcoming events against each supplier's order lead time, drafts the order email for anything that needs to go out today, and posts your purchasing team a Telegram list of drafts ready for review.
How do I automatically remind myself to place vendor orders before a catering event?
WebRun checks Total Party Planner every morning for upcoming events and matches each one's rentals and specialty ingredients against the vendor's order lead time. It drafts a Gmail order for anything due that day and posts your purchasing team a Telegram list ready for review, so no supplier deadline gets missed and no order goes out unapproved.
- Supplier orders go out before their lead time deadline, not after
- No duplicate orders since existing purchases are checked first
- Every order is reviewed by your team before it's sent
Built for off-premise caterers · catering purchasing managers · catering operations teams · event logistics 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 - check events against vendor lead times
totalpartyplanner.com
WebRun opens Total Party Planner to check events against vendor lead times. - Open Total Party Planner and filter to events in the next 30 days
- Match each event's rental items and specialty ingredients to their vendor and lead time
- Flag any order that must go out today to meet its lead time
Done when Every order due today is listed with its vendor and deadline.
-
2
Gmail - draft the order email for each vendor
gmail.com
WebRun opens Gmail to draft the order email for each vendor. - Draft an order email to each flagged vendor with item, quantity, and the event date
- Reference the standing account or PO number where one exists
- Save as a Gmail draft. Do not send without your review and approval
Done when A ready-to-send draft order exists in Gmail for every vendor with an order due.
-
3
Telegram - list orders ready for review
telegram.org
WebRun opens Telegram to list orders ready for review. - Post today's draft orders by vendor with quantity and event to the purchasing channel
- Flag the tightest lead times first so nothing gets missed
Done when Your purchasing team has today's order list in Telegram.
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 place the order or commit to a purchase on its own?
No. Every vendor order is saved as a Gmail draft. Nothing is sent, and no order is placed, until you review it and click Send yourself.
How does it know when an order is due?
It matches each event's rental items and ingredients to the vendor's stated lead time in Total Party Planner, then works backward from the event date to flag today's deadline.
What if an event's order was already placed?
It checks for an existing order on the account first, so an event already ordered doesn't get a duplicate draft.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.