Catch failed tuition payments before they pile up
Every morning, WebRun opens Procare to find any tuition autopay charge that failed overnight, checks Teaching Strategies GOLD to confirm the child is still actively enrolled and not already withdrawn, and posts your billing admin a follow up list in Slack with the family, amount, and reason for the decline.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I catch failed preschool tuition autopay charges before they add up?
WebRun checks Procare every morning for tuition autopay charges that failed overnight, confirms in Teaching Strategies GOLD that each affected child is still actively enrolled, and posts your billing admin a follow up list in Slack sorted by amount. It never retries a charge or contacts a family directly, leaving that decision entirely to your billing team.
- Failed charges get a same morning follow up instead of surfacing at month end reconciliation
- Withdrawn families never clutter the billing admin's chase list
- Largest balances are sorted to the top so the biggest risk gets called first
Built for preschool directors · billing administrators · early learning centers · child care business managers
What does WebRun do on every run?
The exact actions WebRun takes, in order - in plain language, so you can adjust anything.
-
WebRun signs in and gets to work
Opens
www.procaresoftware.comin a real browser with your saved login - no setup, no API keys. -
1
Procare - find failed autopay charges
procaresoftware.com
WebRun opens Procare to find failed autopay charges. - Open Procare and filter payment activity to declined or failed autopay charges
- Capture the family, amount, and decline reason for each
Done when Every failed autopay charge from overnight is listed with its details.
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2
Teaching Strategies GOLD - confirm the child is still enrolled
teachingstrategies.com How to Automate Teaching Strategies GOLD
WebRun opens Teaching Strategies GOLD to confirm the child is still enrolled. - Look up each affected child's enrollment status in Teaching Strategies GOLD
- Skip anyone already marked as withdrawn or on their last enrolled day
Done when Every failed charge is matched to an actively enrolled child.
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3
Slack - alert the billing admin
slack.com How to Automate Slack
WebRun opens Slack to alert the billing admin. - Post today's failed payment list to the billing admin channel
- Sort by amount so the largest balances are followed up first
Done when The billing admin has today's follow up list in Slack.
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
Does WebRun retry the failed charge or contact the family?
No. It never touches a payment method or messages a family. It only builds a list so your billing admin can follow up their own way, whether that's a call, an email, or an updated card on file.
Why check GOLD instead of just Procare?
So a family that already withdrew doesn't show up on the chase list. Cross checking active enrollment keeps the list focused on families still in your program.
How fast do we find out about a failed charge?
The next morning. WebRun checks overnight payment activity first thing, so a decline never sits unnoticed for more than a day.
Related templates
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