Chase overdue TPA service fee payments automatically
Every Monday, WebRun opens QuickBooks, finds TPA service invoices that are past due, cross-checks each plan's service tier in ftwilliam.com, drafts a polite payment reminder email per sponsor in Gmail for staff review, and posts the full chase list to Slack so your billing team knows exactly which balances to prioritize this week.
- No credit card
- Under $0.01 per run
- Cancel anytime
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
quickbooks.intuit.comin a real browser with your saved login - no setup, no API keys. -
1
QuickBooks - find past-due TPA invoices
- Open QuickBooks and filter invoices to Overdue status for TPA service fees
- Capture the plan sponsor name, invoice number, invoice date, amount due, and days past due for each
- Sort by days past due: longest outstanding first
Done when Every overdue TPA service invoice is listed with amount, sponsor, and days overdue.
-
2
ftwilliam.com - confirm plan and service tier
ftwilliam.com How to Automate ftwilliam.com
WebRun opens ftwilliam.com to confirm plan and service tier. - Open ftwilliam.com and look up each overdue sponsor's plan record
- Confirm the plan type and service tier to ensure the invoice amount matches the contracted fee
- Note any plans with active work in progress that may affect the payment conversation
Done when Each overdue sponsor's plan type and contracted fee tier is confirmed.
-
3
Gmail - draft payment reminder per sponsor
gmail.com How to Automate Gmail
WebRun opens Gmail to draft payment reminder per sponsor. - Draft a polite, professional payment reminder email for each overdue sponsor
- Include the invoice number, amount due, original due date, and clear payment instructions
- Save every email as a Gmail draft - do not send until a staff member reviews and approves
Done when A draft payment reminder is queued in Gmail for each overdue sponsor.
-
4
Slack - post chase list for the team
slack.com How to Automate Slack
WebRun opens Slack to post chase list for the team. - Post the weekly chase list to the billing channel: longest overdue first
- Include plan sponsor, amount due, days past due, and Gmail draft status for each entry
- Add a total overdue balance figure at the top of the post
Done when Your billing team has this week's overdue chase list in Slack.
How can I automatically chase plan sponsors for overdue TPA service fee payments?
WebRun opens QuickBooks every Monday, finds TPA service invoices past their due date, and cross-checks each plan's contracted fee tier in ftwilliam.com. It drafts a polite payment reminder per sponsor in Gmail for staff review and posts the full chase list to Slack, with the oldest balances first and a total overdue figure at the top.
- Every overdue TPA invoice surfaced with a draft reminder ready for review each Monday
- Longest-outstanding balances listed first so your team prioritizes the biggest risks
- Sponsors who paid between runs excluded automatically from each week's chase
Built for retirement plan TPAs · TPA billing teams · 401(k) administration firms · pension plan finance teams
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 plan sponsors automatically?
No. Every payment reminder is saved as a Gmail draft. A staff member must open each draft, review the amount and tone, and approve it before anything is sent to a sponsor.
What if a sponsor paid after the invoice was issued but before Monday's run?
WebRun reads the live payment status from QuickBooks each run, so anyone who has paid since the last chase is excluded from the draft and the Slack list automatically.
Can it chase different sponsors with different messaging based on how late they are?
Yes. WebRun uses a firmer tone for invoices past 60 days and a standard polite reminder for those under 30 days. You can supply your own templates for each tier if you prefer.
Related templates
Put this on autopilot.
Turn it on in minutes - or have our team set it up for you.