Automated Payhawk Receipt Chasing
Every morning, WebRun opens Payhawk, finds card transactions still missing a receipt or a category, groups them by the person who spent the money, books a short reminder in their Google Calendar before the month-end close, and posts the finance team a chase list on Telegram ranked by amount and age.
How do I chase missing card receipts before month end?
WebRun opens Payhawk every morning, finds card transactions still missing a receipt or a category, and groups them by spender with a total each. It books a reminder in each person's Google Calendar before the month-end close and posts the finance team a Telegram chase list ranked by amount and age.
- Receipts land before close instead of during it
- Each spender is reminded in their own calendar, with a total
- Finance sees the largest unreceipted balances first
Built for finance teams · bookkeepers · controllers · operations 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
payhawk.comin a real browser with your saved login - no setup, no API keys. -
1
Payhawk - find transactions missing receipts
payhawk.com
WebRun opens Payhawk to find transactions missing receipts. - Open Payhawk and filter card transactions to those missing a receipt or a category
- Capture the spender, merchant, amount, date, and days since the transaction
- Group everything by spender and total the unreceipted amount per person
Done when Every unreceipted transaction is grouped by spender with a total per person.
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2
Google Calendar - book each spender a reminder
calendar.google.com
WebRun opens Google Calendar to book each spender a reminder. - Book a short reminder in each spender's calendar before the month-end close date
- Put the count and total of their missing receipts in the event title so it is clear without opening it
- Skip anyone who is already clear, and remove a reminder once their receipts are all in
Done when Every spender with missing receipts has a dated reminder, and cleared people have none.
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3
Telegram - post the finance chase list
telegram.org
WebRun opens Telegram to post the finance chase list. - Post the finance channel a chase list grouped by spender, largest unreceipted total first
- Show days outstanding on each line and flag anything older than 30 days
- Leave writing off, recategorising, and approving expenses to the finance team inside Payhawk
Done when The finance channel has today's chase list with totals per spender.
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 or message my staff directly?
No. WebRun books a calendar reminder in each spender's own calendar and posts the summary to your internal finance channel. It never emails an employee or writes to them in Payhawk.
Can it approve or recategorise expenses?
No. The run is read-only inside Payhawk. Approving an expense, changing a category, writing something off, or exporting to your ledger all stay with the finance team.
What happens once a receipt is uploaded?
The transaction drops off the next run and the spender's calendar reminder is removed, because every run reads the live state in Payhawk rather than yesterday's list.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.