Nudge Your Team to Submit Expenses
Every Monday, WebRun checks the expense tracking sheet for any team member who hasn't submitted a report for the prior week, drafts a friendly reminder email for each of them, and posts the list to Slack so you can approve and send with one click.
How can I automatically remind my team to submit expense reports on time?
WebRun nudges your team to submit expense reports on time every Monday. It checks the expense tracking sheet for anyone who hasn't submitted a report for the prior week, drafts a friendly reminder email for each of them, and posts the list to Slack - so you can approve and send with one click, not write each message yourself.
- Late expense submitters identified and reminded every Monday without manual checking
- Reminder emails drafted and ready for one-click approval
- Expense compliance improved with consistent weekly nudges
Built for finance managers · operations managers · HR teams · small business owners
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
docs.google.com/spreadsheetsin a real browser with your saved login - no setup, no API keys. -
1
Google Sheets - find missing expense reports
google.com
WebRun opens Google Sheets to find missing expense reports. - Open the expense tracking sheet and filter to the previous week's reporting window
- Identify team members who have not submitted a report or whose submission is marked Incomplete
- Note each person's name, email, expected submission date, and how many days they are overdue
Done when Every team member with a missing or incomplete expense report for last week is identified.
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2
Gmail - draft a reminder per person
gmail.com
WebRun opens Gmail to draft a reminder per person. - Draft a friendly, professional reminder email for each person: 'Hi [Name], just a quick nudge - your expense report for [week] is still outstanding.'
- Include the submission link and the reimbursement cut-off date
- Save as a draft, do not send
Done when A draft reminder email exists in Gmail for every person with a missing report.
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3
Slack - post the nudge list for approval
slack.com
WebRun opens Slack to post the nudge list for approval. - Post a list to #finance-ops of who is missing a report and how many days overdue
- Note that draft reminder emails are ready in Gmail for your review and approval
- Include the total outstanding expense amount if available in the sheet
Done when Finance ops has the full picture of missing reports and knows the drafts are waiting.
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 my team without my approval?
No. Every reminder is a Gmail draft. You review the Slack list, open the drafts, and send only the ones you want to. WebRun never sends on your behalf.
What if someone already submitted but the sheet hasn't been updated?
WebRun reads from the sheet, so update the submission status there and they will be excluded from the next run automatically.
Can I exclude contractors or part-time staff from the nudge list?
Yes - add a column in the sheet to flag who is in scope, and WebRun will only chase the people you've marked as required to submit.
Related templates
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