Automated Rental Invoice Balance Chaser
Every Monday, WebRun opens Point of Rental to find rental orders with outstanding balances, cross-references each in QuickBooks to confirm invoice status, drafts a polite payment reminder in Gmail for each overdue customer, and posts a Slack chase list ranked by amount and days overdue.
How do I automatically chase overdue rental invoice balances?
WebRun opens Point of Rental every Monday, finds every order with an overdue balance, and confirms each invoice in QuickBooks. It drafts a polite payment reminder in Gmail for each customer, stepping up the tone for balances over 30 days, then posts your accounts team a ranked Slack chase list with the total outstanding figure.
- Overdue balances chased every Monday before they age into bad debt
- 30-plus day balances automatically escalated to a firmer reminder tone
- Total outstanding amount visible in Slack each week without manual reporting
Built for equipment rental businesses · heavy equipment rental · party and event rental companies · rental business owners
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
pointofrental.comin a real browser with your saved login - no setup, no API keys. -
1
Point of Rental - find orders with outstanding balances
pointofrental.com
WebRun opens Point of Rental to find orders with outstanding balances. - Open Point of Rental and filter orders to those with an outstanding balance past due
- Capture the customer name, order number, balance owed, original due date, and days overdue
- Skip customers who have already received a reminder in the past 7 days
Done when Every order with an overdue balance is listed with its customer and amount details.
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2
QuickBooks - confirm invoice status
- Look up each overdue order in QuickBooks to confirm the invoice is open and the balance is accurate
- Check whether a payment plan or credit note is already in place
- Note the invoice number and any existing payment history for each customer
Done when Each overdue balance is confirmed in QuickBooks with its current invoice status.
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3
Gmail - draft payment reminders
gmail.com
WebRun opens Gmail to draft payment reminders. - Draft a polite, on-brand payment reminder for each customer including the balance, invoice number, and due date
- For balances over 30 days, draft a firmer second-notice tone
- Leave all emails as drafts for staff to review before sending
Done when A payment reminder draft exists in Gmail for every overdue customer, ready to review.
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4
Slack - post chase list to team
slack.com
WebRun opens Slack to post chase list to team. - Post a ranked chase list to the accounts channel, sorted by balance amount and days overdue
- Flag balances over 30 days as requiring a firmer approach
- Include a count of total outstanding amount for the week
Done when Accounts team has this week's chase list and total outstanding figure 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 send payment reminders to customers automatically?
No. WebRun drafts every reminder in Gmail and leaves it for a staff member to review before sending. No customer receives a message without human approval.
Does it know if a customer already has a payment plan?
Yes. It checks QuickBooks for any existing payment arrangements or credit notes before drafting a reminder, and skips customers with an active plan in place.
What if a customer has paid between the last run and now?
WebRun reads live invoice status from both Point of Rental and QuickBooks on each run, so any payment received since the last check means that customer is automatically skipped.
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