Studio Ninja Automated Referral Thank You Notes
Every Monday morning, WebRun opens Studio Ninja, finds new bookings from the past week tagged with a referral source, drafts a warm personal thank you note in Gmail for the client who sent the referral, and checks QuickBooks to flag whether a referral credit should be applied to their next invoice.
How do I thank clients who refer new business to my photography studio?
Every Monday, WebRun checks Studio Ninja for new bookings sourced from a referral, drafts a warm, specific thank you note in Gmail for the client who sent it, and flags a referral credit on their QuickBooks profile for their next invoice. You review and send each note, so every referral gets a personal thank you, not silence.
- Every referring client gets a personal thank you, every single week
- Referral credits are tracked in QuickBooks instead of relying on memory
- Repeat referrers are recognised for each new referral, not just their first
Built for portrait photographers · wedding photographers · family photographers · photography studios
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.studioninja.coin a real browser with your saved login - no setup, no API keys. -
1
Studio Ninja - find new bookings sourced from a referral
studioninja.co
WebRun opens Studio Ninja to find new bookings sourced from a referral. - Open Studio Ninja and filter bookings made in the past week whose lead source is tagged referral
- Capture the new client, the referring client's name, and the session booked
- Skip any referral already thanked in a prior week
Done when Every new referral booked this week is listed with the referring client's name.
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2
Gmail - draft a personal thank you note
gmail.com
WebRun opens Gmail to draft a personal thank you note. - Draft a warm, specific thank you note to each referring client naming who they referred
- Mention your referral perk if you offer one, such as a credit or small gift
- Save every note as a Gmail draft. Do not send automatically
Done when A thank you draft is ready in Gmail for every referring client this week.
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3
QuickBooks - flag a referral credit for their next invoice
- Look up the referring client's account in QuickBooks
- Flag their profile with a note that a referral credit is owed on their next invoice
- Record the amount if your studio uses a fixed referral credit
Done when Every referring client's QuickBooks profile is flagged with the credit owed, if any.
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 the referring client without me?
No. Every thank you note is saved as a Gmail draft for your review. WebRun never thanks a referring client without you sending the note yourself.
Does it apply the credit to their invoice automatically?
No. It only flags the referring client's QuickBooks profile with a note that a credit is owed. You decide when and how to apply it.
What if the same client refers more than one person?
Each new referral booking gets its own thank you draft, so a client who sends multiple referrals is thanked for each one, not just the first.
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