Chase overdue investigation invoices without the awkward calls
Every Monday, WebRun opens QuickBooks, finds invoices that are past due, cross-references each with the matching case in CROSStrax, and drafts a polite payment reminder email in Gmail for each overdue client. You review every draft before anything is sent.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically chase overdue invoices for investigation cases?
Every Monday, WebRun checks QuickBooks for overdue invoices, matches each one to the relevant case record in CROSStrax, and drafts a polite, personalised payment reminder in Gmail. The tone escalates automatically based on days overdue. All drafts wait in your Gmail Drafts folder so you approve every message before it reaches a client.
- No overdue invoice goes uncontacted for more than a week
- Reminder tone escalates automatically from polite to firm based on days past due
- Every client message is reviewed by a human before sending
Built for PI firm owners · investigation agency managers · solo investigators handling billing · PI bookkeepers
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 outstanding invoice
- Skip any invoice already marked as disputed or in a payment plan
Done when Every overdue invoice is listed with client name, amount, and days past due.
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2
CROSStrax - match each invoice to a case record
www.crosstrax.co How to Automate CROSStrax
WebRun opens CROSStrax to match each invoice to a case record. - Open CROSStrax and look up the case record linked to each overdue invoice by client name or case number
- Note the case type and delivery status so the reminder can reference the completed work
- Flag any case still marked as active or in-progress separately so the reminder language is adjusted
Done when Each overdue invoice is matched to its CROSStrax case with delivery status confirmed.
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3
Gmail - draft a payment reminder for review
gmail.com How to Automate Gmail
WebRun opens Gmail to draft a payment reminder for review. - Draft a polite payment reminder email for each overdue client, referencing the invoice number, amount, and the completed case
- Adjust the tone for first, second, or third reminder based on the number of days overdue
- Save every draft as unsent in Gmail Drafts - do not send without your review
Done when A personalised payment reminder draft is sitting in Gmail Drafts for every overdue invoice.
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 payment reminder emails to clients on its own?
No. Every reminder is saved as a Gmail draft only. WebRun never sends an email to a client without you reading it and clicking Send, so you stay in full control of every client communication.
Does it handle invoices for cases that are still in progress?
Yes, but it adjusts the draft language to acknowledge the ongoing work. It flags those separately so you can decide whether to send the reminder now or wait until the case closes.
What if a client has already paid but QuickBooks has not been updated yet?
WebRun reads the live QuickBooks status each Monday, so any invoice already marked as paid or reconciled is automatically skipped. No reminder is drafted for a paid invoice.
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