Automated Wholesale Invoice Chasing for Coffee Roasters
Every Monday, WebRun opens QuickBooks, finds invoices past due from wholesale cafe accounts, drafts a polite reminder email for each, and posts your full chase list to Slack so nothing slips through.
How do I automatically chase overdue invoices from wholesale cafe accounts?
Every Monday, WebRun opens QuickBooks, finds invoices past due from your wholesale cafe accounts, and drafts a polite reminder email in Gmail for each one. Your team reviews and sends the drafts, while Slack gets a ranked chase list sorted by balance and age so the biggest debts get attention first.
- No overdue invoice goes unnoticed on Monday morning
- Reminder drafts are ready to send with one click in Gmail
- Largest and oldest balances surface first in the Slack chase list
Built for wholesale coffee roasters · roastery finance teams · owner-operators managing billing
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
app.qbo.intuit.comin a real browser with your saved login - no setup, no API keys. -
1
QuickBooks - find overdue wholesale invoices
- Open QuickBooks and filter invoices to overdue status
- Capture the customer name, invoice number, amount, and days overdue for each
- Skip any invoice already reminded within the past 7 days
Done when Every overdue invoice is listed with its customer, balance, and age.
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2
Gmail - draft polite reminder per account
gmail.com
WebRun opens Gmail to draft polite reminder per account. - Draft a polite, on-brand reminder for each overdue account
- Include the invoice number, amount owed, due date, and payment instructions
- Save as a Gmail draft, unsent, for your review before sending
Done when A reminder draft is waiting in Gmail for each overdue wholesale account, unsent pending approval.
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3
Slack - post chase list with balances
slack.com
WebRun opens Slack to post chase list with balances. - Post a ranked chase list to your finance or ops Slack channel
- Sort by balance size: largest and oldest invoices first
- Include the customer name, amount, and days overdue for each line
Done when Your team has this week's full chase list in Slack, sorted by priority.
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 the reminder emails without my approval?
No. Every reminder is saved as a Gmail draft and left unsent. You or your finance team reviews each one before it goes to the cafe, keeping you in control of every customer communication.
What if a cafe has already paid but QuickBooks has not been reconciled yet?
It reads the live status in QuickBooks each Monday, so any invoice marked paid or partially paid is skipped automatically and will not appear in the chase list.
Can it handle multiple overdue invoices for the same cafe?
Yes. It groups all overdue invoices by account, so one consolidated draft covers all outstanding balances for a single cafe rather than sending multiple emails.
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