Reconcile vendor invoices against your purchase records
Every Monday, WebRun opens QuickBooks and retrieves all open vendor invoices from the past 30 days, cross-references them against your purchase records in Google Sheets, flags any discrepancies in amount or quantity, and posts a reconciliation summary to your accounting Slack channel for review.
- No credit card
- Under $0.01 per run
- Cancel anytime
How do I automatically reconcile vendor invoices for my ranch operation?
Every Monday, WebRun pulls all open vendor invoices from QuickBooks and cross-references them against your purchase records in Google Sheets. It flags any invoice where the amount, quantity, or unit price does not match your records and posts a reconciliation summary to your accounting Slack channel for review. No payments are made or approved automatically.
- Invoice discrepancies caught each week before payment rather than after
- Accounting team gets a clean reconciliation list every Monday without manual matching
- Full audit trail of matched and flagged invoices logged in Google Sheets
Built for ranch bookkeepers · cattle operation owners · ranch operations managers · livestock business accountants
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
qbo.intuit.comin a real browser with your saved login - no setup, no API keys. -
1
QuickBooks - retrieve open vendor invoices
- Open QuickBooks and navigate to the Vendor Bills or Accounts Payable section
- Retrieve all open or unpaid vendor invoices from the past 30 days
- Capture vendor name, invoice number, invoice date, line items, quantities, and total amount for each
Done when All open vendor invoices from the past 30 days are captured with full line-item detail.
-
2
Google Sheets - cross-reference purchase records
google.com How to Automate Google Sheets
WebRun opens Google Sheets to cross-reference purchase records. - Open the ranch purchase records spreadsheet
- Match each invoice to the corresponding purchase order or receiving record by vendor and item
- Compare invoice quantities and amounts against the recorded PO quantities and agreed prices
- Flag any invoice where the total, a line-item quantity, or a unit price differs from the purchase record
Done when Every invoice is matched to a purchase record and discrepancies are identified.
-
3
Slack - post reconciliation summary with discrepancies flagged
slack.com How to Automate Slack
WebRun opens Slack to post reconciliation summary with discrepancies flagged. - Post the weekly reconciliation summary to the ranch accounting Slack channel
- List matched invoices with a clean status first, then flagged discrepancies with the specific mismatch noted
- Include each discrepancy's invoice number, vendor name, and the dollar or quantity difference
Done when Accounting team has a full reconciliation summary with discrepancies flagged 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
Will it approve or pay any invoices on its own?
No. WebRun only reads invoices and posts a reconciliation summary. No payment, approval, or change is made in QuickBooks. All payment decisions remain with your accounting team.
What counts as a discrepancy?
Any invoice where the total amount, a line-item quantity, or a unit price differs from your recorded purchase order by more than a configurable tolerance. The default tolerance is zero to catch every difference.
Can it handle invoices from multiple suppliers such as feed dealers and vet clinics?
Yes. It processes all open vendor invoices in QuickBooks regardless of supplier. You can optionally limit it to specific vendor categories if you only want to reconcile a subset.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.