Automated Performing Arts Invoice Chaser
Every Monday, WebRun opens QuickBooks to find overdue invoices linked to sponsorship deals or group bookings, cross-references the client contact in Spektrix, drafts a polite reminder email for each in Gmail, and posts your finance team a Slack chase list showing who owes what.
How do I automatically chase overdue sponsorship invoices for my performing arts organization?
WebRun finds every overdue sponsorship and group-booking invoice in QuickBooks each Monday, looks up the correct billing contact in Spektrix, drafts a polite reminder email in Gmail for your finance team to approve, and posts a ranked chase list to Slack so your team knows exactly who to prioritise.
- No overdue invoice sits ignored past Monday each week
- VIP client relationships are handled with the right tone
- Finance team has a ranked chase list without manual report-pulling
Built for performing arts finance teams · theater managers · venue operations · development and sponsorship staff
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
quickbooks.intuit.comin a real browser with your saved login - no setup, no API keys. -
1
QuickBooks - find overdue invoices
- Open QuickBooks and filter invoices to Overdue status
- Capture the client name, invoice number, amount, and days overdue for each
- Skip invoices already reminded in the past seven days
Done when Every overdue invoice is listed with its amount, age, and client name.
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2
Spektrix - look up client contact details
spektrix.com
WebRun opens Spektrix to look up client contact details. - Look up each client in Spektrix to retrieve the correct billing contact name and email address
- Note any relationship notes (major donor, long-term sponsor) that should affect the reminder tone
Done when Each overdue client has a verified contact name and email address from Spektrix.
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3
Gmail - draft polite reminder emails
gmail.com
WebRun opens Gmail to draft polite reminder emails. - Draft a courteous, on-brand reminder email for each overdue client, naming the invoice number and amount
- Adjust the tone for VIP relationships flagged in Spektrix
- Save each email as a Gmail draft for finance team review. Do not send any reminder automatically
Done when A Gmail draft exists for every overdue client, unsent and ready for review.
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4
Slack - post the weekly chase list
slack.com
WebRun opens Slack to post the weekly chase list. - Post a chase list to the finance Slack channel listing each overdue client, amount, and days outstanding
- Sort the list by amount descending so the largest balances appear first
- Note which clients are VIP relationships so the team can prioritise personal outreach
Done when The weekly chase list is live in Slack for the finance team.
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 reminders to clients without approval?
No. Every reminder is saved as a Gmail draft and must be reviewed and approved by your finance team before anything is sent to a client.
How does it handle major donors or VIP sponsors?
WebRun flags relationship notes from Spektrix and softens the reminder tone for VIP clients, but those drafts still require human review before sending.
What if a client already paid since the last run?
WebRun reads the live invoice status in QuickBooks each Monday, so anyone who has paid is skipped automatically and removed from the chase list.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.