Reconcile TPA service fee payments without the spreadsheet grind
Every Friday, WebRun opens QuickBooks, reads all TPA service fee invoices issued in the prior period, then opens PensionPro to check each plan's payment status. It flags invoices that are unpaid, partially paid, or mismatched in amount, and posts your billing team a reconciliation digest in Slack so discrepancies are caught before month-end close.
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How can I automatically reconcile TPA service fee payments between QuickBooks and PensionPro?
WebRun opens QuickBooks every Friday, reads all TPA service fee invoices for the period, and cross-checks each plan's payment status in PensionPro. It flags unpaid invoices and amount mismatches, then posts your billing team a ranked reconciliation digest in Slack so every discrepancy is caught before month-end close.
- Unpaid TPA invoices and amount mismatches surfaced every week before month-end
- Oldest unpaid invoice highlighted first so your billing team prioritizes correctly
- Aging receivables from prior periods included in every digest automatically
Built for retirement plan TPAs · TPA billing teams · 401(k) administration firms · pension plan finance teams
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 - read issued TPA invoices
- Open QuickBooks and navigate to the invoices list filtered to the current billing period
- Export a list of all TPA service fee invoices: plan name, sponsor, invoice date, invoice amount, and payment status
- Identify invoices marked as unpaid or partially paid
Done when Every unpaid or partially paid TPA invoice is listed with its details.
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2
PensionPro - check payment status per plan
pensionpro.com
WebRun opens PensionPro to check payment status per plan. - Open PensionPro and look up each flagged plan's billing notes
- Check whether a payment has been recorded in PensionPro that is not yet reflected in QuickBooks
- Flag any plan where the expected fee in PensionPro does not match the invoiced amount in QuickBooks
Done when Every discrepancy between PensionPro records and QuickBooks invoices is noted.
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3
Slack - post reconciliation digest
slack.com How to Automate Slack
WebRun opens Slack to post reconciliation digest. - Post the reconciliation digest to the billing channel
- Separate three groups: unpaid invoices, amount mismatches, and plans fully reconciled
- Include a summary count and flag the oldest unpaid invoice at the top
Done when Your billing team has this week's reconciliation digest 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 create, modify, or write off any invoices in QuickBooks automatically?
No. WebRun only reads invoice and payment data. All corrections, write-offs, or adjustments in QuickBooks are made by your billing staff after reviewing the digest.
What counts as a mismatch?
A mismatch is flagged when the invoiced amount in QuickBooks differs from the expected fee recorded in PensionPro for the same plan and billing period, or when a payment appears in one system but not the other.
Can it reconcile invoices from multiple billing periods?
Yes. By default it reviews the current period plus any invoices still open from prior periods, so aging receivables are always included in the weekly digest.
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