Automated Restaurant365 Invoice Capture
Every morning, WebRun opens Gmail, finds new vendor invoice PDFs, reads each one, enters it into Restaurant365 AP with the vendor, amount, GL account, and location prefilled, and posts you a Slack summary of every invoice captured and anything that needs a human look.
How do I capture emailed vendor invoices into Restaurant365 automatically?
Every morning, WebRun opens Gmail, finds new vendor invoice PDFs, and reads the vendor, amount, and line items from each. It enters every invoice into Restaurant365 AP with the GL account and location prefilled, saves each bill unapproved for review, and posts a Slack summary, so invoice entry stops eating your bookkeeper's morning.
- Vendor invoices land in AP coded and ready the same morning they arrive
- No invoice sits in an inbox waiting to be keyed by hand
- Every bill stays unapproved until a human signs off
Built for restaurant bookkeepers · multi-unit operators · restaurant controllers · AP clerks
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
mail.google.comin a real browser with your saved login - no setup, no API keys. -
1
Gmail - find new invoice PDFs
gmail.com
WebRun opens Gmail to find new vendor invoice PDFs. - Open Gmail and find messages from vendors with an invoice PDF attached since the last run
- Open each PDF and read the vendor, invoice number, date, line items, and total
- Skip any message already processed so the same invoice is not entered twice
Done when Every new vendor invoice PDF has been read and its details captured.
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2
Restaurant365 - enter and code each AP bill
restaurant365.com
WebRun enters each invoice into Restaurant365 AP with the coding prefilled. - Open Restaurant365 and create a new AP invoice for each PDF
- Fill in the vendor, invoice number, date, amount, GL account, and location from the PDF
- Attach the source PDF and save each bill as unapproved for a human to review, never approve or pay it
Done when Each emailed invoice exists in Restaurant365 AP as a coded, unapproved bill with the PDF attached.
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3
Slack - summarize what was captured
slack.com
WebRun posts a summary of every invoice captured to Slack. - Post a short summary of every invoice captured with vendor, amount, and location
- Flag any PDF it could not read cleanly or where the vendor was not found
- Note that all bills are saved unapproved and waiting for review
Done when The team has today's captured-invoice summary 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 invoice on its own?
No. WebRun only enters each invoice into Restaurant365 AP and saves it as unapproved. A human reviews the coding and approves it, so nothing gets approved or paid without you.
What happens if it cannot read a PDF cleanly?
It flags that invoice in the Slack summary instead of guessing. WebRun leaves anything it is unsure about for a person to enter, so bad data never lands silently in your AP.
How does it avoid entering the same invoice twice?
It tracks which emails it has already processed and checks the invoice number against Restaurant365, so a resend or a forwarded copy will not create a duplicate bill.
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